Overview

Data management policies are very powerful tools for automated data management. Administrators can define rules that execute various actions based on customizable filtering criteria. The policies are executed by the Verba Storage Management Service and/or the Verba Import Service on either Verba Recording servers or Media Repositories.

Policy execution is turned off by default, it has to be enabled in the server configuration.

The system supports  the following data management policy types:

Enabling data management and processing policy execution on servers

Configured data management policies have to be enabled in the Verba Storage Management Service in order to run them. Please follow the steps below to enable the feature:

Step 1 - Login to the web interface with System administrator rights.

Step 2 - Navigate to the Configuration / Servers menu item and select the Media Repository server (or Single server) from the list.

Step 3 - Click on the Change Configuration Settings tab and find the Storage Management / Data Retention section.

Step 4 - Set the Enabled setting to Yes.

Step 5 - Configure the Schedule setting.

Step 6 - Save the changes by clicking on the  icon.

Step 7 - A notification banner will appear on the top. Click on the click here link, so you will be redirected to the Configuration Tasks tab. Click on the Execute button in order to execute the changes.

For further information on the configuration settings, check /wiki/spaces/docs/pages/6818540.

Enabling data import policy execution on servers

Step 1 - Login to the web interface with System administrator rights.

Step 2 - Navigate to the Configuration / Servers menu item and select the Media Repository server (or Single server) from the list.

Step 3 - Go to the Service Activation tab, then activate the Verba Import Service by clicking on the  icon.

Step 4 - Go to the Change Configuration Settings tab, configure the schedule settings under the CDR and Archived Content Importer \ CDR Import and Archive Import nodes.

Step 5 - Save the changes by clicking on the  icon.

Step 6 - A notification banner will appear on the top. Click on the click here link, so you will be redirected to the Configuration Tasks tab. Click on the Execute button in order to execute the changes.

Step 7 - Click on the Service Control tab.

Step 8 - Start the Verba Import Service by clicking on the  icon.

For further information on the configuration settings, check CDR and Archived Content Importer settings.

Configuring data management policies

Find and list data management policies

Select the Data management / Data Management Policies menu item. You can use the search form below the title, to filter data retention policies: just select your filter and click Find.

When you click on a policy (or the Add New Data Management Policy button to create a new one), the Data Management Policy Configuration page opens.

Creating a data management policy

You can create a new data retention policy by clicking on the Add New Data Management Policy link on the Administration / Data Management Policies page. After selecting the link, the following page is opened.

The following table describes the policy settings that are common for all types of policies:

Next, by adding filtering criteria, you will need to define the calls the policy should apply to.

Adding Data Management Filtering criteria

You can configure a filter that defines what calls should be included in your data management policy.

• Conversations Older than (not available for upload and phonetic index related policy actions): This filtering option defines the age of the calls. Only calls older than the defined value will be handled for the policy during execution.
• Conversations more recent than (only available for phonetic index related actions): This filtering option defines the age of the calls. Only calls more recent than the defined value will be handled for the policy during execution.

Click on the + icon to add a new filtering option. You can add as many policies as you want. Multiple field filters are used with 'AND' operator.

The rest of the filtering options are based on various metadata or CDR (Call Detail Record) information that is stored in the database for each conversation. The table below contains a list of potentially available filtering options including custom metadata fields.

After filling out the form, click the Save button to save the data retention policy into the database.

Custom Schedules

You can set up a custom schedule for each policy.

Under Period Settings you can configure the frequency, by clicking on the  button at the end of the line.
The Configuration Wizard will appear, here you can set the desired value.
 

Modifying and deleting data management policies

To edit a data retention entry, you have to click on the desired row of the list showing registered data management policies. After clicking on the row, a new page opens automatically. 

To make changes effective, push the Save button. All conditions, which are described in the previous part, have to be met.

You can delete the data management policy by clicking on the Delete button.

Alerts

The system raises alerts related to data management policies in the following cases:

• policy execution failed
• policy execution finished
• data management policy is created, updated or deleted.

For more information, see Alerts.

Audit log

The system automatically creates audit logs during policy execution which contains record-level information about the executed action. For more information, see Data management policy audit log.

Export Options

The system allows users to export the list of configured data management policies. 

The RTF and PDF export options will export the list of configured data management policies, please note that these export options will only display the visible column headers, as seen on the Find and List Data Management Policies screen.

AVAILABLE IN VERSION 9.6.13 OR LATER

The Excel export option will export all configured data management policy values, including all configured values within the data management policy details screen.