Veritas Alta™ Surveillance User Guide

Last Published:
Product(s): Veritas Alta Surveillance (1.0)
  1. Introducing Veritas Alta Surveillance
    1.  
      About Alta Surveillance
    2.  
      Alta Surveillance features
    3.  
      Sampling support for content sources
    4.  
      About Alta Surveillance system security
    5.  
      Alta Surveillance multi-tier architecture
    6.  
      System requirements
  2. Getting started
    1.  
      Signing in to Alta Surveillance
    2.  
      Signing out from Alta Surveillance
    3.  
      Launching Veritas Alta Archiving applications
    4.  
      Resetting a forgotten password
  3. Working with dashboard widgets
    1.  
      Understanding the Dashboard page
    2.  
      Viewing status summary of recently reviewed departments
    3.  
      Pinning and unpinning departments to view review status
    4.  
      Changing the order of pinned departments
    5.  
      Viewing the review status summary of escalated items
    6.  
      Viewing a summary of searches and exports
  4. Managing employee groups
    1.  
      Managing employee groups
  5. Managing departments
    1.  
      About departments
    2.  
      Understanding the Departments page
    3.  
      Searching departments
    4.  
      Creating departments
    5.  
      Moving existing departments under other departments
    6.  
      Adding monitored employees and employee groups to departments
    7.  
      Editing monitoring policies
    8.  
      Editing department details and monitoring policy
    9.  
      Managing exception employees
    10.  
      Designating employees as exception employee
    11.  
      Assigning further exception reviewers to an exception employee
    12.  
      Removing exception status
    13.  
      Removing exception reviewers
  6. Managing department users
    1.  
      Assigning users to departments
    2.  
      Removing users from departments
    3.  
      Adding new roles for users
    4.  
      Removing roles
    5. Managing role assignment for a user in departments
      1.  
        Assigning departments and exceptions to specific users
      2.  
        Removing a specific role to users in one or more departments and exceptions
  7. Managing department-level searches
    1.  
      About department-level searches
    2.  
      Guidelines for effective searches
    3.  
      Creating and running department-level searches
    4.  
      Disabling scheduled searches
    5.  
      Using proximity searches
    6.  
      Using fuzzy searches
    7.  
      Previewing search results
    8.  
      Accepting search results
    9.  
      Rejecting a search result
    10.  
      Resubmitting a search
  8. Managing department-specific hotword sets
    1.  
      Overview
    2.  
      Creating department-specific hotword sets
    3.  
      Editing department-specific hotwords and hotword sets
    4.  
      Deleting department-specific hotword sets
  9. Managing department-specific labels
    1.  
      Searching department-specific labels, label groups, and single choice groups
    2.  
      Managing department-specific labels
    3.  
      Managing department-specific label groups
    4.  
      Managing department-specific single choice label groups
  10. Managing department-specific trash rules
    1.  
      Overview
    2.  
      Creating department-specific trash rules
    3.  
      Activating department-specific trash rules
    4.  
      Deactivating department-specific trash rules
    5.  
      Propagating department-specific trash rules
    6.  
      Unpropagating department-specific trash rules
  11. Managing department-specific allowlist rules
    1.  
      Overview
    2.  
      Creating department-specific allowlist rules
    3.  
      Editing department-specific allowlist rules
  12. Managing department-specific review comments
    1.  
      About department-level review comments
    2.  
      Adding department-level review comments
    3.  
      Editing department-level review comments
    4.  
      Deleting department-level review comments
    5.  
      Updating order of department-level review comments
  13. Viewing employees associated with departments
    1.  
      Viewing employee association history
  14. Managing users, roles, and permissions
    1.  
      Overview
    2.  
      Predefined user roles and permissions
    3.  
      Adding new roles for users (employees) and employee groups
    4.  
      Editing user roles and permissions
    5.  
      Deleting user roles
    6.  
      Assigning roles to users (employees) and employee groups
    7.  
      Restricting users to use hotwords in searches
    8.  
      Removing a user role
  15. Managing application-level searches
    1.  
      About application-level searches
    2.  
      Viewing existing application-level searches
    3.  
      Creating and running application-level searches
    4.  
      Editing application-level searches
  16. Managing application-specific hotword sets
    1.  
      Overview
    2.  
      Creating application-specific hotword sets
    3.  
      Editing application-specific hotwords and hotword sets
    4.  
      Deleting application-specific hotword sets
  17. Managing application-specific labels
    1.  
      Searching application-specific labels, label groups, and single choice groups
    2.  
      Managing application-specific labels
    3.  
      Managing application-specific label groups
    4.  
      Managing application-specific single choice label groups
  18. Managing application-specific trash rules
    1.  
      Overview
    2.  
      Creating application-specific trash rules
    3.  
      Activating application-specific trash rules
    4.  
      Deactivating application-specific trash rules
    5.  
      Propagating application-specific trash rules
    6.  
      Unpropagating application-specific trash rules
  19. Managing application-specific allowlist rules
    1.  
      Overview
    2.  
      Creating application-specific allowlist rules
    3.  
      Editing application-specific allowlist rules
  20. Managing application-specific review comments
    1.  
      About application-level review comments
    2.  
      Adding application-level review comments
    3.  
      Editing application-level review comments
    4.  
      Deleting application-level review comments
    5.  
      Updating order of application-level review comments
  21. Managing data requests
    1.  
      About data request
    2.  
      Creating a new data request
  22. Managing search schedules
    1.  
      Overview
    2.  
      Setting up new search schedules
    3.  
      Setting up one-time search schedules
    4.  
      Example of a one-time search schedule
    5.  
      Setting up recurring search schedules
    6.  
      Example of a recurring search schedule
    7.  
      Editing search schedules
    8.  
      Deleting search schedules
  23. Managing export operations
    1.  
      About exporting items
    2.  
      Performing export runs
  24. Managing reviews
    1.  
      About reviewing with Alta Surveillance
    2.  
      Limitations on reviewing certain types of Skype for Business content
    3.  
      Understanding the Review page
    4.  
      Changing the Preview pane position
    5.  
      Rearranging columns in the item list pane
    6.  
      Filtering the items in the Review pane
    7.  
      Viewing dynamic review item counts on the calendar
    8.  
      Reviewing items and checking their tags and hotwords statistics
    9.  
      Adding or removing text for machine learning
    10.  
      Assigning review status to items
    11.  
      Viewing hotwords highlighting
    12.  
      Viewing hotwords in collaboration message
    13.  
      Viewing tags highlighting
    14.  
      Viewing the full content in a new window
    15.  
      Adding comments to items
    16.  
      Escalating the review items
    17.  
      Applying labels to items
    18.  
      Viewing the history of items
    19.  
      Printing and downloading the items and attachments
    20.  
      Viewing Intelligent Review Details
  25. Working with reports
    1.  
      About Alta Surveillance reports
    2.  
      Predefined reports
    3. Enhanced reporting
      1.  
        Configuring a reporting endpoint
      2.  
        Authentication
      3. Departments API
        1.  
          Departments - List
      4. Users API
        1.  
          Users - List
      5. UserRoles API
        1.  
          UserRoles - List by filters
      6. Roles API
        1.  
          Roles - List
        2.  
          Roles - List by filters
      7. ItemMetrics API
        1.  
          ItemMetrics - List
        2.  
          ItemMetrics - List by filter
        3.  
          Possible values of ItemMetrics reporting endpoint API filters
      8.  
        Supported OData query options
      9.  
        Responses
    4.  
      Configuring a Power BI template for reporting
    5.  
      Saving, editing, and refreshing the Power BI reports
  26. Managing Audit Settings
    1.  
      Audit Settings Overview
    2.  
      Editing the Audit Settings
  27. Working with Audit viewer
    1.  
      About Audit viewer
    2.  
      Performing a search for audit records

Editing department details and monitoring policy

You can define the percentage of items that Alta Surveillance should capture for each employee and add to the review set at decided schedules. If you monitor different types of Veritas Alta Archiving and Alta Capture items, you can set a percentage for each type. For some types of items, such as Exchange and Domino, you can also set percentages on the items that travel in a specific direction (internal, external outbound, or external inbound).

Note:

You must have the Assign % Review Requirement permission to edit the monitoring policy for an employee. By default, users that have the Rule Admin role have this permission.

To edit department details and the monitoring policy for employees

  1. In the left navigation pane, click Departments.
  2. Search for and select the department you want to edit.

    Note:

    Alta Surveillance lists all departments. You can use the filtering options to search the required department. Options include filtering by department name, exception employees, and reviewers associated with the department.

  3. In the Properties tab, click Edit Department.

    The Edit Department dialog box appears.

  4. Refer to the following table and provide the relevant information in the respective fields.

    Field

    Description

    Department

    Name

    Type another unique name for the department, if required. The name can contain spaces, all the special and the text characters.

    Status

    Choose Open to make the department open for monitoring.

    Choose Closed to restrict monitoring of employees in the department. The department name does not appear on the start page of the application. However, employees who are also monitored in other departments continue to be monitored in those departments.

    Owner

    Select the name of the principal administrator for the department.

    Note:

    Each department has an owner, who must have a logon but does not need any special privileges assigned. By default, Alta Surveillance grants the permissions associated with the Admin role to department owners. These permissions are as follows:

    • Grant access to users

    • Add monitored employees

    • Configure department properties

    • View reports

    Parent department

    If the department itself is a parent department, do not select any previous department in this field.

    If you want to create this department under any existing department, click the search icon to select the parent department.

    Options

    Can contain departments

    Click the slider switch to turn it ON to allow creating nested departments under this department.

    Click the slider switch to turn it OFF to restrict creating nested departments under this department.

    Can contain monitored employees

    Click the slider switch to turn it ON to allow adding monitored employees to this department.

    Click the slider switch to turn it OFF to restrict adding monitored employees to this department.

    Note:

    You may want to clear this option in cases where you need to set up a department hierarchy, where the top-level department do not contain any monitored employees, but the nested departments do.

    Search details

    Default percentage sample for new searches

    Specifies the minimum percentage of the items that a search returns to add to the review set. When you create a search, you can qualify this option further by specifying the minimum number of items that are required per employee.

    Lock

    Click the slider switch to turn it OFF to allow department administrators to change the sample rate for new searches.

    Click the slider switch to turn it ON to restrict department administrators from changing the sample rate for new searches.

    Intelligent review

    Learning behavior for sampling

    The options that are available depend on whether you use guaranteed sampling, which is the default sampling mode, or statistical sampling.

    None

    Alta Surveillance samples items in the normal way, without implementing Intelligent Review.

    Sample exact percentage and prioritize

    Sample exact percentage and prioritize (guaranteed sampling). Alta Surveillance samples both relevant items and irrelevant items without favoring one over the other. So, if your monitoring policy requires that you capture and review 10% of items, Alta Surveillance captures 10% - but a substantial number of the items may be irrelevant. With this option, however, Alta Surveillance does give the items a status of either Unreviewed (Irrelevant) or Unreviewed (Relevant) as it adds them to the review set. When you later review the items in the Review pane, you can filter them by their Unreviewed status to distinguish between the relevant and irrelevant items.

    Sample exact percentage of relevant content in addition to current sample

    Sample exact percentage of relevant content in addition to current sample (guaranteed sampling only). Alta Surveillance adds both relevant items and irrelevant items to the review set until it has captured the required percentage of relevant items. With this option, therefore, Alta Surveillance may capture more items for review than your monitoring policy demands. For example, suppose that your policy requires you to review 10% of items. To achieve the required number of items, you may need to capture 20% of items, only half of which are relevant.

    Sample exact percentage of available relevant content

    Sample exact percentage of available relevant content (guaranteed sampling). Alta Surveillance discards all content that it considers irrelevant and samples relevant content only, until it has captured the required percentage. So, if your monitoring policy requires that you capture and review 10% of items, Alta Surveillance captures precisely 10%.

    In the case of guaranteed sampling only, if there are too few relevant items to fulfil the monitoring policy then Alta Surveillance supplements them with irrelevant items. For example, suppose that 100 items are available for sampling, and your monitoring policy requires you to capture 10% of them.

    If only seven items are relevant, Alta Surveillance adds three irrelevant items to achieve the required number of 10 items.

    Relevance threshold

    Relevance Threshold specifies the level of confidence that Alta Surveillance must have in the accuracy of its prediction before it marks the item as Unreviewed Relevant. Depending on the relevance threshold value, Alta Surveillance determines whether the item is relevant or irrelevant for review and accordingly marks the item as Unreviewed relevant or Unreviewed irrelevant.

    On a scale of 0 to 100, the default threshold value is 40, with a recommended range of 20 to 80. Though it is recommended to set the relevance threshold value between 20 and 80, depending on the requirement, it can still be set to a lower or higher value by adjusting the slider as shown in the sample image below.

    An item with a relevance score greater than or equal to the set relevance threshold is classified as Relevant, or otherwise Irrelevant.

    Clear learning

    Discards all the accumulated learning behavior for this department.

    Last learning cleared on

    Specifies the date when the accumulated learning behavior for this department was discarded.

    Monitoring policies

    For details, See Editing monitoring policies.

    Disable monitoring of employees

    This option controls if the employees of the department will be eligible for random sampling.

    Do not select this check box if you want to allow employee monitoring in this department.

    Select this check box to disable monitoring of employees in the department. If you select this option, you disable all the other options on this tab. However, the reviewers and department administrator can still access the department. Employees who are also monitored in other departments continue to be monitored in those departments.

    Review requirement for

    Select All policies and specify the percentage of items to set the same monitoring policy for all the configured and enabled Veritas Alta Archiving and Alta Capture content sources (message types). For example, if you set the sampling percentage value as 5%, then 5% items of all these services will be captured and provided for review.

    Select Per policy and specify the percentage of items to set different percentages for each individual Veritas Alta Archiving and Alta Capture content sources (message type). For example, if you set the sampling percentage for one service as 5%, you can set different sampling percentage values for other services.

    For some types of items, such as Exchange and Domino, you can also set percentages on the items that travel in a particular direction:

    • Internal. Selects the items where the author and all recipients are internal to your organization.

    • Inbound. Selects the items where the author is external to your organization and at least one recipient is internal.

    • Outbound. Selects the items where the author is internal to your organization and at least one recipient is external.

  5. Click Save.