Deploy Implementing Retention of Information on File Servers (Demonstration Steps)

Applies to: Windows Server 2022, Windows Server 2019, Windows Server 2016, Windows Server 2012 R2, Windows Server 2012

You can set retention periods for folders and put files on legal hold by using File Classification Infrastructure and File Server Resource Manager.

Prerequisites

The steps in this article assume you have an SMTP server configured for file expiration notifications.

Step 1: Create resource property definitions

In this step, you enable the Retention Period and Discoverability resource properties so that File Classification Infrastructure can use these resource properties to tag the files that are scanned in a network shared folder.

To create resource property definitions:

  1. On the domain controller, sign in to the server as a member of the Domain Admins security group.

  2. Open Active Directory Administrative Center. In Server Manager, select Tools, and then select Active Directory Administrative Center.

  3. Expand Dynamic Access Control, and then select Resource Properties.

  4. Right-click Retention Period, and then select Enable.

  5. Right-click Discoverability, and then select Enable.

Step 2: Configure notifications

In this step, you use the File Server Resource Manager console to configure the SMTP server, the default administrator email address, and the default email address that the reports are sent from.

To configure notifications:

  1. Sign in to the file server as a member of the Administrators security group.

  2. From the Windows PowerShell command prompt, type Update-FsrmClassificationPropertyDefinition, and then press ENTER. This will synchronize the property definitions that are created on the domain controller to the file server.

  3. Open File Server Resource Manager. In Server Manager, select Tools, and then select File Server Resource Manager.

  4. Right-click File Server Resource Manager (local), and then select Configure Options.

  5. On the Email Notifications tab, configure the following parameters:

    • In the SMTP server name or IP address box, type the name of the SMTP server on your network.

    • In the Default administrator recipients box, type the email address of the administrator who should get the notification.

    • In the Default "From" e-mail address box, type the email address that should be used to send the notifications.

  6. Select OK.

Step 3: Create a file management task

In this step, you use the File Server Resource Manager console to create a file management task that expires files with the following criteria:

  • The file isn't classified as being on legal hold.
  • The file is classified as having a long-term retention period.
  • The file hasn't been modified in the last 10 years.
  • The task will run on the last day of the month.

To create the file management task:

  1. Sign in to the file server as a member of the Administrators security group.

  2. Open File Server Resource Manager. In Server Manager, select Tools, and then select File Server Resource Manager.

  3. Right-click File Management Tasks, and then select Create File Management Task.

  4. On the General tab, in the Task name box, type a name for the file management task, such as Retention Task.

  5. On the Scope tab, select Add, and choose the folders that should be included in this rule, such as D:\Finance Documents.

  6. On the Action tab, in the Type box, select File expiration. In the Expiration directory box, type a path to a folder on the local file server where the expired files will be moved. This folder should have an access control list that grants only file server administrators access.

  7. On the Notification tab, select Add.

    • Select the Send e-mail to the following administrators check box.

    • Select the Send an email to users with affected files check box, and then select OK.

  8. On the Condition tab, select Add, and add the following properties:

    • In the Property list, select Discoverability. In the Operator list, select Not equal. In the Value list, select Hold.

    • In the Property list, select Retention Period. In the Operator list, select Equal. In the Value list, select Long-Term.

  9. On the Condition tab, select the Days since file was last modified check box, and then set the value to 3650.

  10. On the Schedule tab, select the Monthly option, and then select the Last check box.

  11. Select OK.

Step 4: Classify a file manually

In this step, you manually classify a file to be on legal hold. The parent folder of this file will be classified with a long-term retention period.

To manually classify a file:

  1. Sign in to the file server as a member of the Administrators security group.

  2. Navigate to the folder that was configured in the scope of the file management task created in Step 3.

  3. Right-click the folder, and then select Properties.

  4. On the Classification tab, select Retention Period, select Long-Term, and then select OK.

  5. Right-click a file within that folder, and then select Properties.

  6. On the Classification tab, select Discoverability, select Hold, select Apply, and then select OK.

  7. On the file server, run the file management task by using the File Server Resource Manager console. After the file management task completes, check the folder and ensure the file wasn't moved to the expiration directory.

  8. Right-click the same file within that folder, and then select Properties.

  9. On the Classification tab, select Discoverability, select Not Applicable, select Apply, and then select OK.

  10. On the file server, run the file management task again by using the File Server Resource Manager console. After the file management task completes, check the folder and ensure that file was moved to the expiration directory.

See also