We call these files “Annualised Data”. Typically, they will be in a set of folders. You will probably have Data Retention Policies that say the data needs to be kept for a specific number of years.
For a retention policy of 7 years, you might take the following approach:
- Keep 2 years online for immediate access
- After 3 years move the folders into cool storage
- After 7 years destroy or move the information into permanent archive depending on your Data Retention Policies
Your Configuration file for Cool-It would not need a Last Accessed Date or any exclusions simply the origin folders and a destination folder.