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Archive Manager 5.9.6 - Administration Guide

Administration menu Authentication modes Data loaders Download tools Federated Search Instances Groups Index management Logins Security roles Storage location Message tags Proxy credentials Alert Service Policies Exclusion rules Mail servers Mailbox assignment Mailboxes Lync servers Lync user assignment Lync users Reports Message policies Message policy assignments Retention policies Tenants System maintenance Log Viewer Exchange Utility Administering in a hosted Exchange environment Appendix A: Moving database or attachment store Appendix B: Enabling generating publisher evidence

Retention policies

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Retention policy overview
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Retention policy tabs
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Policy Editor tab
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Execution Log tab
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Change Log tab
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Legal Hold tab
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Schedule tab
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Settings tab

Retention policy overview

The Retention Policies screen in the Archive Manager Website allows you to implement your retention policies. To add or edit retention policies, the Edit Retention Policies permission is required.

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NOTE: Retention policy search criteria must follow the search syntax rules detailed in the Searching Email chapter of the Archive Manager User Guide.

A retention policy is made up of the following policy items, including:

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The action: Keep/Delete
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The time-frame for performing the action
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Criteria specifying which messages the policy pertains to

These policy items are listed in a hierarchical order that indicates the order of execution (top-to-bottom). The order of execution allows you to specify which policies take precedence.

Sometimes several Policy items might reference some of the same messages. For example, you may have one policy that refers to all messages in mailbox "Bob Smith" and another Policy that refers to all messages in Mailstore "Store One", where the "Bob Smith" mailbox resides.

The Retention service only executes a single policy item for each message, which is the first Policy it encounters, Policy 1 displayed at the top of the list. If the same message appears in another Policy item being executed further down the list, it is ignored.

The Retention Policies screen allows you to set up this execution order by dragging your Policy items around. Hold your cursor over the left corner of the Policy item "Grip" and drag and drop to move the Policy.

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NOTE: Messages removed by retention for one user will no longer be loaded by the Exchange Store Manager for another user. For example, if a message is sent to User A and User B and a retention policy deletes the message for User A before it is loaded into Archive Manager for User B, then the message is gone and the ESM cannot load the message for User B.
NOTE: Backloading message data into Archive Manager should be completed for all users for a single Archive Manager instance before retention is configured and implemented to ensure that message data for all users is archived.

Retention policy tabs

The Retention Policies screen contains tabs used to set retention policies, including the following:

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Policy Editor: Select to Add Keep Policy or Add Delete Policy.
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Execution Log: View the activity of the Retention service.
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Change Log: Displays an audit history of changes made to the retention policies.
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Legal Hold: Lets you temporarily suspend all retention policies to prevent the destruction of any email message.
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Schedule: Lets you select the days and times that the Retention service will run.
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Settings: Lets you select the Operation Mode for retention policies; either Safe mode or Production mode.

The number and order of the tabs displayed vary depending on your permissions.

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If a user has Edit Retention Policies rights, the tabs displayed are Policy Editor, Execution Log, Change Log, Schedule, and Settings.
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If a user has Edit Legal Hold rights, the only tabs displayed are Legal Hold, Execution Log, and Change Log.
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If a user has both Edit Retention Policies and Edit Legal Hold rights, the tabs displayed are Policy Editor, Execution Log, Change Log, Legal Hold, Schedule and Settings.

Policy Editor tab

The Policy Editor tab lets you add Keep and Delete policies.

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