Archiving files and removing empty folders
By performing the following Encyclopedia volume autoarchiving tasks, administrators and users specify the policy that iHub uses to delete files and empty folders, and archive files and folders in the Encyclopedia volume:
Using Management Console, an administrator can set the autoarchive policy for the entire Encyclopedia volume and for specific files and folders.
Using Configuration Console, an administrator can specify the archive service to use to archive files. You specify a single archive service for the Encyclopedia volume.
A user can set the autoarchive policy for specific files and folders. A user must have read, write, and delete privileges on the file or folder. When submitting a job, a user can also set the autoarchive policy on the output document.
The following points are useful to know when setting autoarchive policy:
The volume autoarchive policy is the default policy for every file and folder in the volume. If you change the policy for a file type, specific file, or folder, that policy supersedes the volume policy.
If you specify a policy for a particular folder that differs from its parent folder policy, all the files and folders in that particular folder inherit its policy as the default policy.
If you specify a policy for a particular file, that policy supersedes the policy the file inherits from its containing folder.
If you do not specify a policy for a file type on Properties—Auto Archive for a folder, any file of that file type within the folder inherits the folder policy.
The autoarchive process removes a folder if it is empty or if the following conditions are true:
Every subfolder is empty.
The age of every file in the folder has expired.
If the administrator specifies a volume archive service provider in Configuration Console, iHub enables the Archive before deletion option on Properties—Auto Archive when a user selects or has already selected Delete when older than n days n hours or Delete after date <date> time <time>.
iHub determines whether to perform autoarchiving on an item by processing volume contents using the following order of precedence and evaluating:
The policy on an individual file or empty folder
The policy for the specific file type or folder, from the containing folder’s File Type list
The containing folder’s default policy
The policy for the specific file type or folder, from the File Type list of the folder containing the folder
The policy for the specific file type or folder, from the File Type list of folders that are higher in the hierarchy
The policy for the Encyclopedia volume
To see an item’s autoarchive policy, from Files and Folders, point to the arrow next to the item and choose Properties. On Properties, choose Auto Archive. On Auto Archive, choose View Policy.
By default, iHub performs an autoarchive sweep once daily. You can specify when and how many times to perform an autoarchive sweep in a day.
When iHub performs autoarchiving, it starts from the Encyclopedia volume’s root folder. For each file whose age has expired, iHub deletes the file. If the Archive files before deletion option is selected, iHub calls the archive application for the Encyclopedia volume, then deletes the file if the archive process succeeds. If the archive process fails, iHub does not delete the file.