Content Lifecycle Analytics View

Content is being created by users across industries at a rate that has never been seen before. Users increasingly create more content as they collaborate with others, create files, backups, and store photos, training videos, logs, and reports. When content is created, it is valuable and purposeful. However, with time, as circumstances evolve, information tends to lose business value, but the risk of sensitive information always remains. Most privacy regulations such as GDPR and CPRA mandate organizations that data should only be retained for as long as it is required to achieve the purpose for which data were collected and processed. Privacy regulations also require organizations to adhere to the minimization principle, which applies to the amount of personal data stored and the length of time the information is retained.

The Content Lifecycle in Egnyte's Secure & Govern view is designed to provide a quick, scalable, and easy-to-use way to address such needs of our customers. The view provides detailed analytics about the type of content that is contained within each folder. It enables users to quantify and visualize the precise locations of files based on key file attributes, files affected by the lifecycle policies which are currently in effect, and sensitive files based on regulatory compliance policies. 

Access Content Lifecycle Analytics View

Navigate to Secure & Govern -> Content Lifecycle. By default, the details of all the locations are displayed.

Filters and Sorting Options

1. Click on Filters to select and apply the filters
   
2. The following filters are available:
   • Files created: Files created Any time (default), less than 6 months, more than 6 months, more than 1 year, more than 2 years, more than 5 years
   • Files last accessed: Files last accessed any time (default), in less than 6 months, more than 6 months, more than 1 year, more than 2 years, more than 5 years
   • File Size: Size of the file as any (default), less than 1 MB, more than 1 MB, more than 10 MB, more than 100 MB, more than 1 GB
   • Content Lifecycle Policy: The available content lifecycle policies can be selected
   • Sensitive Content Policy: The available sensitive content policies can be selected
   • File Type: Select the file types(s) as text/source code, PDF, Document, Image, Audio/Video.
   • Duplicate Files (Applicable for Egnyte Sources): Select as Yes or No
3. Click on Apply after selecting the desired filters. Users can click on the Saved Filters and select any of the saved filters. Click on Reset to reset the filters.
   

Sorting Options

• Sorting Options can help the user visualize the distribution of all the  files in their locations by quickly drilling-down and finding content distributed by File size, count, age, duplication, or staleness. The user can select either one of them as a criterion by clicking on the dropdown. 

    

• They can sort by name or by heatmap.

  

View Duplicate Files List 

Click on View duplicate files list to view the list of duplicate files.

The list of duplicate files will show up. 

Archive Folder

Any of the subfolders can be archived from Content Lifecycle Analytics View. If /Shared is selected, the archive folder option is disabled. 

1. Click on Archive folder option
   
2. Enter the Job name, select the Archival domain and destination location, select if all file versions or just the latest ones shall be archived, check if files identified as potential ransomware shall be archived or not. Click on the Archive folder. 
   

Folder Details

Folder details, such as Total files, Total size, File versions, Duplicate files, Files under retentions, and Retained files expiring in the next 30 days are displayed. Users can Export the total files in the selected folder by clicking on the Export button. The files report will be exported. They can also Generate list of the duplicate files.  

Current Files Overview

Users can view the current files overview by file count (default) or file size. They can compare the content based on the file Creation date or Last accessed date. Click on Export to get a copy of the files report.

Folder Size Snapshot

Content lifecycle view displays the folder size snapshot by file count (default) or file size. By default, the comparison is shown for the Last 12 months. Users can also select Last 10 years from the dropdown. 

Types of Files

Users can view the types of files by file count (default) or file size. 

Users can hover over a pie slice to read more details. 

File Creation Pattern

View the file creation pattern by file count (default) or file size. Users can compare the folder’s content created over the Last 12 months or Last 10 years. They can also hover over the markings on the graph to read more details. 

Last Accessed File Pattern

View the last accessed file pattern by file count (default) or file size. Users can compare the folder’s content created over the Last 12 months or Last 10 years. They can also hover over the markings on the graph to read more details. 

Content Lifecycle Policies by File Count/File Size

By default, retention policies are represented by file count. Users can choose the other policy types and compare the total file size and number of files of the selected folder impacted by the content lifecycle policy type selected. They can also choose to view the details by Months (default) or Years. Hover over any of the markings on the graph to read more details. Users can also check/uncheck active and draft policies and the graph will be represented as per the selection.

Content Lifecycle Policies Impacting Files

The graph represents the content lifecycle policies impacting the files. The total files impacted by top 5 policies or fewer are compared and represented. By default, Retention policy is selected and users can click on the dropdown and select the other policy type as desired. 

Average Weekly Activity Pattern

The average weekly activity pattern is represented by displaying the Added, Opened, Updated, and Deleted count over the Current month (default), Last month, Last 3 months, Last 6 months, or Last 12 months. 

Best Practice

For Assistance on how to better read this graph, refer to the article

Limitations

The export limits currently applicable are as listed below: 

• Content Lifecycle view files export - 1M rows (10 files with 100k rows per file)
• Files per policy widget export - 1M rows (10 files with 100k rows per file)
• Data aging widget export - 1M rows (10 files with 100k rows per file)
• Content Lifecycle policy actions - 1M rows (10 files with 100k rows per file)
• Policy matched files - 500k rows (10 files with 50k rows per file)
• Policy matched folders - 500k rows (10 files with 50k rows per file)
• Duplicate files job list - 2.5M rows (50 files with 50k rows per file)
• Duplicate files export from Content Lifecycle view - 1M rows (10 files with 100k rows per file)
• Duplicate files job error report - 2.5M rows (50 files with 50k rows per file)