NTS File Mover: Automated File Archiving And Deletion
If your organization is like most others, it creates enormous amounts of digital content every day, most of which is in unstructured form (Word Documents, Spreadsheets, PDFs, PowerPoint Presentations and Audio and Video Clips, to name a few). Taking steps to actively manage this growing content -- to implement a formal, defensible file archiving and deletion policy -- has many benefits, including:
NTS File Mover can be an integral part of the active management of your unstructured data -- use it to automate your file archiving and deletion processes.
And it's easy to do! Here's how: let's say your organization's policy is to archive Word Documents and PDF Files when they have not been modified for 3 years, and then to delete them from the archives after they have not been modified for 10 years. Here's how to easily automate this process using File Mover:
1. First, create a Task that will move all Word and PDF files to an archive folder once they are more than 3 years old. To do this, first select the "Tasks" tab and click on "Add Task." Then, from the drop down menu, select "Move One or More Files":
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2. In the Add Move Task window, create the Task Name, add a Task Description (if you like), then identify the folder which contains the files to be archived (in the window below, the path to the Source Folder is C:\Users\Public\Source Folder 1):
3. Now you need to specify that only Word Documents and PDF files that have not been modified in 3 years are to be processed by the Task. You do this by creating a File Mask to identify these files. To do this, click the Browse button next to the Assigned Files box to bring up the "Assign File(s) to Task" window. There you will see a list of options: click on "One or more files matching a file mask":
4. Now, in the "Create File Mask" window, create a file mask to tell File Mover to process only Word documents (i.e., documents with "docx" in the file name). To do this, select the "Many Characters" placeholder and enter the text ".docx" in the window.
5. Hit save, and you will be brought back to the "Assign Files to Task" window, which will now list your new file mask:
6. Next, using the same procedure as above, create a second file mask addressing .pdf files. Once you have created both these file masks, the "Assign Files to Task" window will list your new file masks, automatically selected:
7. Hit the "Save" button, and you will return to the "Add Move Task" window, which will now list your file masks in the "Assigned File(s)" box:
8. Remember, though, that for this Task, you want File Mover to move to the Archive Folder only those files which have not been modified in the last 3 years. To add this date limitation to the files selected by the file masks, click on the "File Date Range" button next to the Assigned File(s) box. This will bring up the "Task File(s) Date Range" window. In this window, tell File Mover to process only those folders which are more than 3 years old.
9. Click the Save button to go back to the "Add Move Task" window. There, finish creating the Move Task by specifying the location of the Archive Folder where you want the files to go (in the window below, the path to the Archive Folder is C:\Users\Public\Archive Folder):
10. Click "Save" and you will be brought back to the Tasks window. There you will see your new Move Task:
11. Once you have completed the above steps for the "Move" Task, use the same procedures to create a "Delete" Task which will delete files from the Archive Folder once they haven't been modified in 10 years. After you have done so, you will see both your Move Task and your Delete Task listed in the Task window:
12. The final step is to schedule both the Archive Task and the Delete Task to run every day in a Job. From the Jobs tab, select "Add Job":
13. In the Add Job window, enter a Job Name, information about the account which will be used to run the Job, and a Job Description. You will see your two new Tasks in the Available Tasks window:
14. Select first the Archive Task, then the Delete Task, to assign them to the Job:
15. If you like, you can also configure Job results emails to be sent after the job runs each day by selecting the "Assign Log Email Addresses" button. Then hit Save and you will see your new Archive Then Delete Job listed in the Jobs tab:.
16. The last step is to schedule your new Archive Then Delete Job. Click the "Schedules" tab and add the schedule details:
That's it! Now, every morning at 4 am, File Mover will automatically move 3 year old files from the Source Folder you specified to your Archive Folder, and will then delete all files in the Archive Folder that are more than 10 years old. As you can see, you can quickly and easily automate the process of archiving and deleting files based on your organization's file retention plan using the NTS File Mover.