Quarantining and Disposing Content
Overview
After identifying content that is redundant, obsolete, trivial, or unnecessary duplicated, it can be actioned. Actions fall into two broad categories: quarantine and disposition.
Quarantining Content
Quarantining content is an alternative to data disposal. Two examples of quarantining are by soft deletes or by archiving content.
Soft Deletes
Soft deleting is a form of quarantining content. This makes the content inactionable to users yet maintains its existence within your organization’s database.
To do this:
From the index, export the paths that correspond to the specific ROT rule you’re currently quarantining as a .csv
Share the export with the team at your organization responsible for soft deletions
Archiving
Alternatively, content corresponding to specific ROT rules can be moved to an archive location with limited access. To do this:
From the index, export the paths that correspond to the specific ROT rule you’re currently quarantining as a .csv
Share the export with the team at your organization responsible for records management
Disposing Content
Disposing content can be completed either indirectly or directly. For additional details on data disposal from a file share, review the general and/or advanced materials.
Indirect Disposal
Indirect disposal is when an organization uses disposition methods outside of Cognitive Suite tooling. This is a helpful process for organizations that cannot immediately delete content. To use indirect disposal:
From the index, export the paths that correspond to the specific ROT rule you’re currently quarantining as a .csv
Share the export with the team at your organization responsible for records management
Direct Disposal
Direct disposal is when an organization uses dispose tooling available within Cognitive Suite to action data from a File Share. This enables the team with the ability to watch the disposal process in real time. A second direct disposal option using Cognitive Suite is to create an audit index. In this scenario, a tool copies all flagged files to the audit index with a disposed flag. Then, the tooling removes all flagged files from the actual index.
Pre-disposal hash verification
Dispose tooling within Cognitive Suite also includes the ability to verify hashes prior to disposal. When enabled, this tooling rehashes corresponding files to confirm the match prior to disposal. Hash verification functionality within the dispose tool is available for each ROT rule an organization actions.