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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

Adding a Keep Policy

When you add a Keep Policy, you can either keep the messages forever or specify the period of time you want to keep them, after which they are no longer protected by the Keep policy and remain in the Archive Manager database as potential candidates for any other policies to act upon. A Keep Policy is represented as a green policy item.

To add the Keep Policy:
1
From the Policy Editor tab, click Add Keep Policy.
2
Enter a policy name in the box next to the policy item number.
3
Select Keep Forever to keep messages forever. Or, select Keep For: and select a number and then Days, Weeks, Months, or Years to specify the time frame to keep messages.
4
Select one or more Message Types. Message types include Message, Calendar, Delivery Status Notification, and Contact.
5
Message criteria settings are defined in the Policy Acts Upon fields. To the right of Only items within, select one or more of the following message containers: Folder, Mailstore, Mailbox, Group or OU. Or, select Everything (All Messages in Archive) checkbox to apply the policy to all messages in the archive.
•
Folder: Enter the folder path (example: Inbox\Retention Folder). The maximum length of the path is 2,000 characters.
•
Include Sub Folders: Select this checkbox to select the folder’s sub folders.
•
Mailstore: Select a mailstore from the drop-down list.
•
Mailbox: Enter at least 3 characters in the Mailbox box to activate the drop-down list and select a mailbox.
•
Group: Enter at least 3 characters in the Group box to activate the drop-down list and select a group.
•
Include Former Members: Select this checkbox to select former members of the selected group. Former members of a group are users that have previously been a part of the selected group in Active Directory.
•
OU: Select an organizational unit from the drop-down list.
Regardless of the order of the containers in the list, the OR relationship exists between the containers of the same type, and the AND relationship between the containers of different types.
For example, if you specify two different mailboxes, a Mailstore and a Group, the Retention service will keep the messages in either of these mailboxes located in the selected mail store of the users belonging to the group. If these users have mailboxes in other mail stores, or they are members of other groups, the messages in those mailboxes remain untouched.
The list of the Mailstore and Group containers is populated from the entire set existing within the Archive Manager.
For an OU to show in the list, users must be included in it. Empty OUs are not displayed. (OU container is Exchange specific).
6
The collection of messages to be retained can further/also be narrowed by the set of tags in the Items tagged with field. This field is visible only if the tags are defined within Archive Manager. Note that the flag tag is not listed in the Retention Editor. String and Number tag policies with no value will function as a wild card.
a
To add a tag, click the +Tag button.
b
Select the tag from the drop-down list populated from the entire set of tags defined within Archive Manager.
c
Specify the tag value in the box to the right of the tag.
Specifying an invalid value generates an Invalid Value warning.
•
Multiple items can be added to the set using the +Tag button.
•
To remove a tag from the set, click the Trash Can icon.
7
In the Items that contain the words box, enter the key words that the messages to be retained should contain.
In the Look in: field, select one or more checkboxes to specify where to look for the words you entered: Subject, Body, or Attachment.
* 
NOTE: Retention policy search criteria must follow the search syntax rules detailed in the Searching Email chapter of the Archive Manager User Guide.
8
To implement policies, click Save at the top of the Policy Editor screen.
9
Additional Keep Policies can be added by repeating the steps listed above.

Click the Check Mark icon at the top of the screen to use the collapsed state of the policy. Click the Gear icon to view the policy. If the check mark is gray, the policy is not valid. A red exclamation point will be displayed next to the invalid property.

When the time specified for the Keep Policy is over, the messages remain in the Archive Manager database, as potential candidates for any other policies to act upon.

Adding a Delete Policy

The Delete policy specifies the criteria for the messages to be deleted. A Delete policy is represented in red.

* 
NOTE: When a single archived message is associated with multiple mailboxes (e.g., one message sent to six recipients), and a Delete policy applies to one or more but not all of the mailboxes, the message is simply unlinked from the mailboxes where it has been deleted, but is not deleted from the archive altogether. When a message is unlinked from a mailbox in this way, it is reported in the Retention Editor log file in this form:
12:47:21 PM (3) DeleteAfter3Years_Spam : 0 Items Unlinked
NOTE: Tags are set globally. When a delete policy is defined by a tag, the policy will delete all tagged messages in the database, in all mailbox locations— not just in the mailbox where the tag was added. That is, if a message is tagged in a particular mailbox, and then the same tag is used in a delete policy applied to a higher-level container (e.g., OU), the message will be deleted from the archive at the higher container level, in all mailboxes.
To add a Delete Policy:
1
From the Policy Editor tab, click Add Delete Policy.
2
Enter a policy name in the box next to the policy item number.
3
Select Delete After to define the time frame to delete messages. Select a number and Days, Weeks, Months, or Years to specify the time after which to delete messages.
4
Select one or more Message Types. Message types include Message, Calendar, DSN, and Contact.
5
Select the Delete Meetings With Future Dates checkbox to ignore meetings with end times in the future in order to delete the specified items.
6
Select one or more Message Types. These include Message, Calendar, DSN, and Contact.
7
Message criteria settings are defined in the Policy Acts Upon fields. Next to Only items within, select one or more of the following message containers: Folder, Mailstore, Mailbox, Group or OU. Or, select Everything (All Messages in Archive) checkbox to apply the policy to all messages in the archive.
•
Folder: Enter the folder path (example: Inbox\Retention Folder). The maximum length of the path is 2,000 characters.
•
Include Sub Folders: Select this checkbox to select the folder’s sub folders.
•
Mailstore: Select a mailstore from the drop-down list.
•
Mailbox: Enter at least 3 characters in the Mailbox box to activate the drop-down list and select a mailbox.
•
Group: Enter at least 3 characters in the Group box to activate the drop-down list and select a group.
•
Include Former Members: Select this checkbox to select former members of the selected group.
•
OU: Select an organizational unit from the drop-down list.
Regardless of the order of the containers in the list, the OR relationship exists between the containers of the same type, and the AND relationship exists between containers of different types.
For example, if you specify two different mailboxes, a Mailstore and a Group, the Retention service will delete the messages in either of these mailboxes located in the selected mail store of the users belonging to the group. If these users have mailboxes in other mail stores, or they are members of other groups, the messages in those mailboxes remain untouched.
•
The list of the Mailstore and Group containers is populated from the entire set existing within the Archive Manager.
•
For an OU to show in the list, users must be included in it. Empty OUs are not displayed. (OU container is Exchange specific).
•
The format of GroupWise mailboxes/groups in the Retention Policy is "Tree\User" for Mailboxes and "Tree\DistributionList" for Groups. Specifying GroupWise post-offices is not supported.
8
The collection of messages to be retained can further/also be narrowed by the set of tags in the Items tagged with field. This field is visible only if the tags are defined within Archive Manager. String and Number tag policies with no value will function as a wildcard.
a
To add a tag, click the +Tag button.
b
Select the tag from the drop-down list populated from the entire set of tags defined within Archive Manager.
c
Specify the tag value in the box to the right of the tag.
Specifying an invalid value generates turns the input box red.
•
Multiple items can be added to the set using the +Tag button.
•
To remove a tag from the set, click the Trash Can icon.
9
In the Items that contain the words box, enter the keywords that the messages to be retained should contain.
In the Look in: field, select one or more checkboxes to specify where to look for the words you entered: Subject, Body, or Attachment.
* 
NOTE: Retention policy search criteria must follow the search syntax rules detailed in the Searching Email chapter of the Archive Manager User Guide.
10
To implement policies, click Save at the top of the Policy Editor screen.
11
Additional Delete Policies can be added by repeating the steps listed above.

Click the Check Mark icon at the top of the screen to use the collapsed state of the policy. Click the Gear icon to view the policy. If the check mark is gray, the policy is not valid. A red exclamation point will be displayed next to the invalid property.

When the time specified for the Delete Policy is over, the messages are deleted from the indicated containers, and are completely removed from the Archive Manager database if they are no longer in any mailboxes.

Editing Policies

To edit a Keep Policy or a Delete Policy:
1
To edit a policy, expand the view of the policy item by clicking the Gear icon in the policy. The collapsed state of the item changes to the expanded state where you can edit the policy settings.
2
Modify the fields in the policy as needed.
3
Click Save.

Policies are executed in the hierarchical top-to-bottom order. You can reorder the process hierarchy by using drag-and-drop to move the policy items. Click and drag the grip at the left corner of a policy item. Messages pertaining to policies higher in the list are executed first and then subsequently ignored by policies lower down in the list. This provides a conflict resolution strategy allowing items to be kept safe by capturing them within a Keep policy and placing it at or near the top of the list.

Removing Policies

To remove a Keep Policy or a Delete Policy:
1
Click the Trash Can icon at the top right of the policy.
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