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File Management Tasks in (File Server Resource Manager) FSRM allow you to expire (or possibly a better term would be archive) files, encrypt files, or run custom commands based on file classifications, timestamps associated with a file (last accessed, last modified, etc.), and file location.
The first file management task we’ll create is a file expiration. In the FSRM administrative tool, go to File Management Tasks and click on Create File Management Task.
Create File Management Task
In the General tab, set a Task name and ensure the Enable checkbox is checked.
In the Scope tab, set the folders that will be included in the task.
In the Action tab, set the Type to File Expiration and set an expiration directory.
In the Notification tab, you can set email notifications that will sent to IT personnel and/or end users that will be affected by this task. Like many of the built-in email templates in FSRM, you’ll want to customize the messages if you’re planning on using them so end users aren’t confused by why they’re receiving the message.
In the Report tab, you can determine whether or not you want a report available for IT to see what files are expired. It goes without saying that you probably want to leave this enabled.
In the Condition tab, you can determine what rules will determine which files are archived. In the example, I’ve set files to expire after they haven’t been accessed for six months. The Condition tab also allows you to set days since the file was created, days since last modified, file name patterns, and file classification properties.
Last but not least, in the Schedule tab, set your schedule. Personally, I’ve found that running this task weekly is more effective that running it monthly; but, your mileage may vary depending on the amount of data you have and on your organization’s needs.
Encrypting Files with RMS
The process for creating a task to encrypt files based on RMS (Rights Management Services) is very similar to expirations. In the Action tab, set the Type to RMS Encryption. Since this series is about FSRM, I’m only touching on this subject briefly to show that if you’re running RMS, you can encrypt files in FSRM based on RMS templates (or manual settings).
Custom Action Types
Like expirations and RMS encryption, Custom tasks are also set on the Action tab. Custom tasks allow you to use executables or scripts to run actions against files. As an example, you may decide that rather than moving old files with an expiration task, that you want to create zip files of old files and place them in a user’s home directory.