From 0cbbf9884b6a511b5ee4a6d69aa92902669b3f14 Mon Sep 17 00:00:00 2001 From: "Carrie Warner (Mattermost)" <74422101+cwarnermm@users.noreply.github.com> Date: Tue, 4 Feb 2025 16:46:08 -0500 Subject: [PATCH 1/2] Added S3 storage guidance --- source/comply/legal-hold.rst | 17 ++++++++++++++++- 1 file changed, 16 insertions(+), 1 deletion(-) diff --git a/source/comply/legal-hold.rst b/source/comply/legal-hold.rst index b840970d91f..11a015a6373 100644 --- a/source/comply/legal-hold.rst +++ b/source/comply/legal-hold.rst @@ -173,4 +173,19 @@ Legal Hold is an initial step to ensure relevant electronically stored informati How do I enable e-discovery for Mattermost? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ -Learn more about extracting data for e-discovery in our :doc:`product documentation `. \ No newline at end of file +Learn more about extracting data for e-discovery in our :doc:`product documentation `. + +How do I manage storage costs and version retention in S3? +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +The ``legalhold`` directory in your S3 bucket is subject to frequent modifications. This can result in the rapid accumulation of multiple object versions, significantly increasing storage costs and complicating version management over time. + +To address these challenges, we strongly recommend configuring `S3 Lifecycle Rules `_ to efficiently manage storage, control costs, and ensure compliance with legal and organizational requirements. + +- Targeting only the ``legalhold`` directory ensures that other areas of your S3 bucket remain unaffected by these rules while minimizing the storage footprint and associated costs. Automating version control and cleanup reduces manual intervention, making bucket management more effective and scalable. +- Review your organization's data retention policies to ensure compliance with legal and operational requirements. Choose appropriate timelines for transitioning and expiring file versions. +- If compliance requires data immutability, consider using Amazon S3 Object Lock for write-once-read-many (WORM) protection. +- Move older versions of files to more cost-effective storage classes, such as S3 Glacier or S3 Intelligent-Tiering, after a specified period (e.g., 7 days). +- Permanently delete non-current versions that are no longer needed after a defined retention period (e.g., 30 days). +- Ensure the latest version of each object in the ``legalhold`` directory is excluded from these lifecycle rules to maintain data accessibility and integrity. +- Regularly review and update your lifecycle configurations to align with evolving business needs and storage practices. \ No newline at end of file From 441003746df8c5ff450d2157ebcedf426663de95 Mon Sep 17 00:00:00 2001 From: "Carrie Warner (Mattermost)" <74422101+cwarnermm@users.noreply.github.com> Date: Fri, 7 Feb 2025 13:48:08 -0500 Subject: [PATCH 2/2] Incorporated reviewer feedback --- source/comply/legal-hold.rst | 12 ++---------- 1 file changed, 2 insertions(+), 10 deletions(-) diff --git a/source/comply/legal-hold.rst b/source/comply/legal-hold.rst index 11a015a6373..04e21c6f0e3 100644 --- a/source/comply/legal-hold.rst +++ b/source/comply/legal-hold.rst @@ -178,14 +178,6 @@ Learn more about extracting data for e-discovery in our :doc:`product documentat How do I manage storage costs and version retention in S3? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ -The ``legalhold`` directory in your S3 bucket is subject to frequent modifications. This can result in the rapid accumulation of multiple object versions, significantly increasing storage costs and complicating version management over time. +If you plan to use an existing S3 bucket for Legal Hold data storage, and your existing S3 bucket has versioning enabled, we strongly recommend using a dedicated S3 bucket with versioning disabled. -To address these challenges, we strongly recommend configuring `S3 Lifecycle Rules `_ to efficiently manage storage, control costs, and ensure compliance with legal and organizational requirements. - -- Targeting only the ``legalhold`` directory ensures that other areas of your S3 bucket remain unaffected by these rules while minimizing the storage footprint and associated costs. Automating version control and cleanup reduces manual intervention, making bucket management more effective and scalable. -- Review your organization's data retention policies to ensure compliance with legal and operational requirements. Choose appropriate timelines for transitioning and expiring file versions. -- If compliance requires data immutability, consider using Amazon S3 Object Lock for write-once-read-many (WORM) protection. -- Move older versions of files to more cost-effective storage classes, such as S3 Glacier or S3 Intelligent-Tiering, after a specified period (e.g., 7 days). -- Permanently delete non-current versions that are no longer needed after a defined retention period (e.g., 30 days). -- Ensure the latest version of each object in the ``legalhold`` directory is excluded from these lifecycle rules to maintain data accessibility and integrity. -- Regularly review and update your lifecycle configurations to align with evolving business needs and storage practices. \ No newline at end of file +The Legal Hold plugin frequently modifies files in the ``legalhold`` directory, and when S3 bucket versioning is enabled, each modification creates a new version. This can result in a rapid accumulation of object versions, increased storage costs, potential performance impact, higher S3 API usage, and complicating version management over time. See the `S3 Lifecycle Rules `_ documentation for additional details. \ No newline at end of file