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Archive Manager 5.9.1 - 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

Add a message policy

To define a new message policy:
1
Click the link to Add a Message Policy.
2
Enter and select the field values that define the policy—as explained above.
3
Click Add. The new message policy is then added to the system. After a policy is defined, it can be applied to a mailbox or mail server.
* 
NOTE: We recommend you use a conservative policy initially. Try to minimize the scope of your policies’ effects until you become familiar with how different elements of a policy behave, both independently and in combination with other elements.

A few practical examples of store management message policies that many admins find useful:

 
Table 9. Store management message policies
Policy Name
Mode
Days/
Size
Unread/
Flagged
Archive if not found
Delete STUBs

Conservative Stubbing

Stub

90 / 10K

NO

YES

NO (blank)

Useful for initial stub testing. It targets mail over 3 months old only.

 

Attachment Stubbing

Stub Attachments

30 / 10K

NO

YES

90

Will remove attachments from messages to reduce the Exchange store size. It leaves the body of the message intact so that Outlook Web Access users can view the body of the message and have one-click access to their stubbed attachments.

 

Back loading

Export

N/A

N/A

N/A

N/A

Useful for back-loading. It does not remove anything from Exchange, but does place all mail in Archive Manager.

 

Exchange Maintenance

Stub

30 / blank

YES

YES

90

Only 30 days of “real” mail is left in Exchange, but all stubs (stubbed messages) are removed after 90 days (a 90-day deletion policy is common in some organizations). All email can still be found in Archive Manager, since it is archived before deletion or stubbing.

 

Deletion Management

Delete

90 / 50K

NO

YES

N/A

NOTE: This policy deletes all emails that are 90 days old or older and over 50K; that is, it removes all old, large email. This could be used as an alternative to a System Attendant deletion policy.

Edit a message policy

1
Locate the policy in the list of policies displayed in the Message Policy Administration form by doing one of the following:
•
Scrolling through the list of policies
•
Entering a value in the Name field
•
Selecting a policy action from the drop-down list and clicking Search.
2
Click Edit to the left of the message policy name to display the Edit Message Policy form for the selected policy.
3
Revise the policy definition by changing the values of the pertinent fields, as explained above, and then click Update.

Delete a message policy

1
Locate the policy in the list of policies displayed in the Message Policy Administration form by doing one of the following:
•
Scroll through the list of policies.
•
Enter a value in the Name field.
•
Select a policy action from the drop-down list and click Search.
2
Click Delete to the left of the policy name. The Delete Policy confirmation message is displayed.
3
Click OK to confirm the deletion.
* 
NOTE: Alternatively, a policy can be deleted by opening the Edit Message Policy form, clicking Delete, and confirming the deletion.

Setting up archiving without journaling

To enable archiving without using journaling, use Export policies. Export policies let you copy email data from user mailboxes directly into Archive Manager.

To enable this type of archiving, first create an export policy, as follows:

1
Go to the Archive Manager site and sign in using the Administrator account.
2
Click Administration.
3
On the page, click Message Policies.
4
Click the Add a Message Policy link.
5
Specify a name for the policy.
6
Select the Export Policy Action from the list.
7
Specify an Export option: Immediately, or After ___ days.
8
Click Add.

Then you should assign the export policy to the users you want to be affected by the policy, as follows:

1
Click Message Policy Assignment in the left pane.
2
Select the policy tab you want to process (for example, Default Message Policy).
3
Select the message policy you created.
4
Locate the desired users in the list of users displayed on the right side of the Default Message Policy tab of the Message Policy Assignment form by doing one of the following:
•
Selecting the name of the desired user in the Name field, and then clicking Search.
•
Using the Mailbox, Group, or Message Policy search, as detailed in the Message policy assignments chapter of this guide.
•
Using the page browsing controls below the list of users to browse for the desired user.
5
Select the checkboxes to the right of the users to whom you want to assign the policy.
* 
NOTE: Although multiple users can be added at once, the users must all be displayed on the same page. If you browse to another page, any selections on the current page will be lost.
6
Click Add to Default Policy. The selected users will be added to the list of users displayed on the left side of the Default Message Policy tab of the Message Policy Assignment form.

According to your new configuration, email data from user mailboxes will be copied directly into Archive Manager.

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