Analysis, management, access and retention rules for data

migRaven.24/7 addresses the employees and their requirements in their daily work with the file server. With the help of suitable analysis tools, users get an overview of their data and file structures, can have old files separated and are able to carry out cross-departmental data exchange with exchange and team folders. Appropriate access rights and massive relief for IT are always included.

Sort out data automaticallyRule-based archiving

Data Retention Policies

Automated sorting out of obsolete data for efficient work in the file system

Through data retention policies, old and obsolete data continuously and automatically disappears from the productive area in order to permanently preserve the advantages of a tidy file system. This thins out the directory structure of the operational file system. This makes it an important part of improving work with data, directories and user rights in the long term.

Ad Hoc Data Retention

Enforce retention jobs ad hoc

Ad hoc Data Retention enables employees via a web interface to remove files and folders from the production system with just a few clicks. This clears the way for the currently important data that would otherwise be lost in the flood of obsolete and outdated files.

Web interface for data owners

Delegation of data responsibility to the departments

Through a web interface, all employees can migRaven.24/7 access. The simple interfaces also help non-IT-savvy users to get an overview of their data, apply pre-defined data retention policies, create exchange folders and much more.

Define the storage location of the archived data

Subfolder vs. symlink

When setting up policies (policies) for data retention, a critical decision on the location of the deposit must be made at the outset. Depending on the question of how data retention should work, you can choose between two options. Thus, either within the actual directory, a subdirectory is created in which all obsolete data in the original directory structure are moved - or you can alternatively use symlinks. Thereby one has the possibility, with so-called UNC paths the obsolete data on one others cheaper servers and thus create a real physical separation (on prem share / a cloud).

Sun covers migRaven.24/7 also the interests of the IT department for optimized storage costs.

Return archived data to the productive system

Nur Courage in using Data Retention - the data will not be deleted.

If already archived data or even entire folders are needed again and returned to the productive system, then this is easily possible. For this, the archive folder, which is located in the higher-level directory by default, is opened in Explorer. In the archive folder, which reflects the same folder structure as in the productive area, the file or folder you are looking for can be easily localized and returned to the production system using copy-paste.

Exclude areas of data retention policies

Flexibility within retention policies

If the data owner wants to assign a directory to the Data Retention Policies but subfolders are not to be archived, the policy owner can exclude these paths from archiving in the policy settings.

The settings of the Data Retention Policies can be viewed at any time via the web interface and can also be adapted if necessary.

Create and manage secure exchange directories yourself Directly in the file explorer

Folder Self Service

Exchange and project folders managed by the user, not the IT

With the Folder Self Service function, users can independently create template-based exchange directories for their teams or projects. The user chooses only the location and name of the folder, the persons involved and optionally an expiration date. migRaven.24/7 creates the folder with correct access rights and removes it automatically if desired.

Web interface for all users of the file system

Delegation of data responsibility to the departments

All employees can access via the web interface or the desktop app migRaven.24/7 access. Even non-IT-savvy users can find their way around the simple interfaces and can create exchange folders or project directories for themselves and their projects.

Set access permissions to exchange folders

Use Folder Self Service to securely and locally exchange data

About appropriate templates in migRaven.24/7 Web interface users can independently create new directories and ensure by granting permissions that the directory is accessible only to authorized persons. It is possible to distinguish between reading and / or writing rights. The rights can be assigned to individuals as well as groups.

After creation, everyone involved receives one Info email and can use the directory immediately. By consistently using Access Based Enumeration, it is only visible to this group of people and does not disturb other users of the file system.

Adapt access permissions to exchange folders

Flexibly respond to changes in team composition with Folder Self Service

The creator (data owner) of a directory created via Folder Self Service initially defines the authorized persons and can grant this read and / or write access to the created directory. The data owner can use the set access rights at any time migRaven.24/7 Trace web interface and adjust if necessary. Authorizations can be changed, reassigned or withdrawn at any time.

Set the runtime of a directory

Specify expiration date to prevent new data mountains

Im migRaven.24/7 Web interface, users can simultaneously determine the runtime for the new directory when creating a directory. This is useful, for example, for folders for exchanging files that are only needed for a short time. To ensure that these newly created directories do not burden the entire file storage in the long term, an expiration date should be specified directly by the user.

To ensure that the folder and its contents are really no longer needed, the creator will be informed by email before the end of the term. Optionally, the term can also be extended.

Comments for transparency at every step

Transparency as the alpha and omega of user-centered data management

When creating directories, the user is asked to leave a comment. This helps especially the authorized persons to be informed about the purpose of the directory.

Even when changing the directory settings, such as the adjustment of access rights or extension of the term, a comment is to be filed. The comments are sorted chronologically in the directory settings migRaven.24/7 Web Interface are stored and are also integrated in the e-mails, which are automatically sent to every authorized person with each change.

Know who has access where Access management

Existing directory in migRaven.24/7 manage

Authorization management simple and secure

Existing directories can be changed in the web client from migRaven.24/7 to get managed. This gives data owners comprehensive control over their existing folders and access rights. The data owner can understand the set access rights at any time and adjust them if necessary. Authorizations can be changed, reissued or revoked at any time.

Create subdirectories with explicit permissions

Create new folders with explicit permissions

In the web client, new subfolders can be created in the directory tree independently of configured templates and given explicit access rights. These folders have no runtime. Data owners can always understand the access rights and adjust them if necessary.

Delete directories

Delete unused directories

directories that are in migRaven.24/7 managed can be deleted in the web client by administrators and data owners after confirmation. This means that directories can not only be archived with data retention, but also permanently deleted manually.

Understand data and authorizations on the file server Visualization and analysis

Visualize and analyze data structures

At the beginning of every optimization is the analysis of the actual state

With migRaven.24/7 Administrators and users from the department receive transparency about the existing data structure. In the web interface, detailed information about the data such as the users authorized to access, the age distribution of the data as well as file types and file owners (data owners) are clearly displayed. In this way, problem areas can be found within the file system that can be moved using data retention.

Which users have access to my directories

Who has access to this folder?

With Windows on-board resources this question is hardly to answer with the grown structures with thousands of files. migRaven.24/7 permeates the complex group structures and informs the data owners about which users have direct access rights to their directories.

Knowing this helps data owners gain control over access permissions to their directories and ensure that only the right people have access to them.

Cleanly set list permissions then have a direct impact on users, who, thanks to Access Based Enumeration, only see data with corresponding access rights, which in turn leads to significantly more efficient work on the file system.

Reliable identification of the data owner

Key figure Data Owner

Nobody would come up with the idea of ​​going to the cabinet of his filing cabinet to ask him how many shelves he can move in, how many folders he should put in, when he can remove the files or whom he can give the key to. But this absurd situation prevails in most IT environments. The topic of structure and permissions is usually the subject of the IT department. However, the file owner (data owner) is the only one who knows what to do with the data.

But who are the data owners of the hundreds of directories? This question is practically unanswerable with Windows on-board resources in established structures.

migRaven.24/7 Solves the problem by scanning the NTFS file owners and gives an overview of who has generated how many files in a directory. The user who created the most files is either the Data Owner of the directory or knows the Data Owner. The next step is in the migRaven.24/7 Web Interface simply assign the Data Owner rights to the identified file owner. From this point on, the data owner can become active himself and decide that, for example, certain directories can be archived obsolete and ad hoc, authorizations must be adapted or archiving policies should be assigned to specific directories.

The 3D data heatmap

Data depth analysis

The 3D data Heatmap enables allows users to quickly identify relevant and outdated data in their folder structure. All files are divided into age categories and their position in the folder structure is shown. The data distribution is visually represented by color codes (red-orange shades for areas with many documents) to provide a clear overview of the data structure.

In addition to the visual preparation of your data structure, important key figures and KPIs help you manage your data more effectively. This combination of visual representation and detailed analysis is a powerful tool to optimize your data management and make relevant information quickly accessible.

File Type Analysis

Identify volume guzzlers

The file type analysis allows you to check the storage space consumption of various file types on the file server. It offers answers to the following questions:

  • How many files are there per file type?
  • What file types take up the most disk space?
  • In which directories are the file types located?

This analysis offers the possibility of identifying directories that contain file types that are not needed on a daily basis but require a lot of storage space using a one-time data retention to move to an archive. This helps to reduce the load on the operational file system.

Obsolete Data Report

Find important data, sort out everything else

With the help of the Obsolete Data Report, you can purposefully take action against mountains of data, thereby increasing the efficiency of all users in handling the file system.

Outdated data accounts for an average of 80% of the total data volume in large enterprises. They have not been used for years and are in forgotten or redundant folders. 20.000 up 50.000 files per employee are a reality, but manual sorting is impossible. The Obsolete Data Report analyzes your data structures with regard to the age of data and directories in order to identify the need for action based on meaningful indicators.

Optimization potential for storage costs and user effectiveness

The Obsolete Data Report has both the interests of the user and the IT department in view

The analysis gives an overview of the age of the data in three categories and sets this in relation to the number of directories and files, as well as to the occupied storage space. You can determine the filter of the data age yourself, eg all files older than two years.

The two categories directory number and file number are particularly interesting for the department, as they highlight the number of obsolete directories and files graphically. That's how they define outdated Directory and data sets the optimization potential for the user in the effective handling of the data.

The category of file size takes into account the interests of the IT department in terms of optimized storage costs and runtimes for the backup. The graphically highlighted storage space occupied by obsolete files is therefore equivalent to the potential for optimization of storage costs.

Best Practice Report

The Best Practice Report

The best practice report provides detailed key figures relating to the Microsoft best practice compliance of the authorizations on the read drive. You can easily find out where, for example, authorizations are too deep (more than 3 levels), inheritance is interrupted or users are directly authorized. This information is indispensable when preparing for a file server restructuring or when cleaning up the Active Directory!

Active Directory analytics

AD stats

All KPIs at a glance

The AD statistics offer administrators the most important KPIs for all imported resources at a glance. It provides information about:

  • enabled/disabled user accounts, administrator accounts, computer accounts
  • Security groups (e.g. global groups, domain-local groups)
  • Token Size, Token Count
  • Department size

Identify unauthorized accounts

Identification of orphaned authorization groups in Active Directory

The report is aimed at administrators and focuses on identifying orphaned permission groups in AD. Orphaned groups are no longer used in Access Control Lists (ACLs), either because the associated directory has been deleted or the group has been removed from the ACL.

Using a filter, the search can also be expanded to include people without direct/indirect authorization.

Regular AD cleanups are recommended to find and remove such groups, improving system clarity and security.

User access analysis

Analysis of user accounts to increase security in the company

User accounts are also subject to constant changes. The accounts of employees who have left the company in particular pose a great risk. Unauthorized access to the internal network should be avoided.

This analysis provides administrators with a list of all user accounts with information about their status (active/deactivated) and last login. On this basis, all accounts that appear to be no longer used and can therefore be deactivated can be quickly identified.

Group membership analysis

Efficient analysis of group and user permissions for IT security and compliance

Group nesting is very difficult to understand using Microsoft's on-board tools. This analysis provides an overview of the effective members and memberships of groups and user accounts. The analysis serves as an essential tool to clearly record and manage the structure and distribution of access rights.

This makes this report an indispensable tool for administrators to optimize IT security, efficiency and compliance in access management.

permission Report

Authorization Analysis

The permissions report provides quick and detailed answers about what permissions a user has.

A key advantage of this analysis is the comprehensive presentation of all important details about the permissions. For each directory that the account has permissions to, the full permissions path is shown. This includes showing whether the permissions were granted through group memberships or whether the user is authorized directly.

Additionally, the report enables an in-depth analysis of each individual access control entry (ACE) to ensure a complete understanding of the authorization structure.

Migrate faster, better and cheaper With the migration tool migRaven.one

Task management in migRaven.one

Task Management

Efficient project management when migrating from Windows file servers

Task management is a key part of migRaven.one, our solution for migrating your Windows file server with its often historically grown directory and permissions structures.

The integrated task management of migRaven.one takes over the complete project management for the move of your data. During the migration phase, it ensures the coordination of all relevant tasks and coordination between IT and specialist departments.

This means that every migration project, regardless of size, can run smoothly and on time.

Merge/Perge Selector

When creating migration tasks, users can choose between Purge and Merge options. "Purge" is recommended when migrating into empty, new directories, while "Merge" is suitable when migrating data into existing directories.

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