HP RISS Components manual Deleting end-user deleted items on the Riss, Location of deleted items

Deleting end-user deleted items on the RISS

Mail items can be deleted by the end-user from the Exchange mail store and from the RISS in a coordinated fashion. Exchange 2000 and 2003 support a retention interval on end-user deleted items. If the interval was allowed to lapse, the deleted items would be permanently removed (hard deleted) from the Exchange mail store. To coordinate the deleted items, the delete rule is executed within the Exchange retention interval.

Location of deleted items

When a mail item is deleted from a user folder, it is moved to the Deleted Items folder. It remains there until user action is taken, such as Empty Deleted Items Folder. If a mail item is already in the Deleted Items folder and the user deletes it again, the Exchange retention setting causes the item to move from the Deleted Items folder into the intermediate Dumpster storage. It remains there until either the RISS delete rule is executed or the Exchange retention interval lapses.

The first decision to make in deleting items involves the location. RISS supports the deletion of items from both the Deleted Items folder and from the Dumpster. The Dumpster should be considered a required location. The Deleted Items folder is optional and depends on the policy within your organization. The location selection is made in the Mail Attender rule.

RISS also supports the deletion of tombstoned and non-tombstoned mail items. This option is selected in the RISS Scheduler options for the Synchronize Deleted Items rule type. Select the check box Delete non-tombstoned items.

PTDelItems is invoked using a scheduled event created in the Scheduler interface. In combination with the Mail Attender rule, this task performs actions to request repository removal from the specified RISS document reference. To synchronize the deletion of both RISS and Exchange mail items, enable Exchange retention for the target mail store and execute PTDelItems with a rule within the retention period.

Deleted items tag

To provide flexibility in processing the deletion of mail items, a tag is added to items that fail to delete due to targeted tombstoning or other conditions. The tag is added as a custom MAPI property, PTDelStatus. The value of this property is a number that indexes by one for each pass of PTDelItems.

When the PTDelStatus tag exists on a mail item, it indicates that attempts have been made to delete the item and they have failed. This could be due to issues related to RISS retention, a disabled RISS, or other coordination issues. For this reason, the tag can be used in a Mail Attender rule to periodically search for such items. Or the tag can be added to the PTDelItems rule so the same items do not get repeated attempts to delete.

The tag option can be disabled in the RISS.ini configuration file as follows:

[PTDelItems]

TagUndeletedItems=False

In a well coordinated system, there will be no items remaining with the PTDelStatus tag.

Configuring deletion retention

To enable deletion retention on the Exchange server, the following settings are assigned to each Mailbox Store. To access the properties page, use Microsoft Exchange System Manager and navigate to each Exchange server’s mailbox store in each of its storage groups.

Administrator Guide 135