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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

Execution Log tab

All retention activity is logged so that the administrator can review the process history of the Retention Policy service.

The Execution Log provides the following information:

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Start: The date and time when the Retention service began executing the policy set.
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Finish: The date and time when the Retention service completed executing the policy set.
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State: The current state of the retention run.
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Mode: The mode of retention policy execution: Safe (used for testing purposes), or Production.
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Committed: Whether the retention run applied any changes: either true or false.
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Details: Details for each execution can be displayed by clicking on the View link.

When you select a row in the execution log, an Execution Run Summary is displayed in the lower half of the screen, and contains the following information:

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Policy Name: The name given to the message policy.
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Start: The time that the retention policy was started.
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Finish: The time that the retention policy finished.
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Matched Messages: The number of messages to which the message policy applies.
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Occluded Messages: The number of messages that could not be handled by a policy because they were already handled by another policy.
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Matched Links: The number of matched messages in user mailboxes.
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Occluded Links: The number of links that could not be handled by a policy because they were already handled by another policy.

The details for the execution can be grouped by the following:

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Policy
•
Mailbox
•
Message

Grouping by Policy displays the following information:

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ID
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Retention Policy Name
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Message Count
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Mailbox Count

Click on a row to view additional information about a Policy. At this level, you can group by Mailbox to view the mailboxes affected the currently-selected policy, including the Message Count for each policy. Or, group by Message to view the messages affected by the currently-selected policy, including the Mailbox Count for each message.

Grouping by Mailbox displays the following information:

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ID
•
Mailbox Name
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Retention Policy Count
•
Message Count

Click on a row to view additional information about a Mailbox. At this level, you can group by Policy to view the policies that affected the currently-selected mailbox, including the Message Count for each policy. Or, group by Message to view the messages affected by the policy in the currently-selected mailbox, including the Retention Policy Count for each message.

Grouping by Message displays the following information:

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ID
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Message Subject
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Message Date Sent
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Retention Policy Count
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Mailbox Count

Click on a row to view additional information about a Message. At this level, you can group by Policy to view the policies that affected the currently-selected message, including the Mailbox Count for each message. Or, group by Mailbox to view the mailboxes associated with the currently-selected message, including the Policy Count for each mailbox.

Change Log tab

The administrator can review the changes made to the retention policy. The Change Log tab provides the following filters:

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Login Name: Filter change logs on the user you specify.
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Change Type: Select one of more of the following:
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Commit Mode: View commit mode changes.
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Legal Hold: View Legal Hold changes.
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Notifies: View notification email address changes.
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Policies: View retention policy changes.
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Schedule: View retention schedule changes.

The Change Log provides the following information:

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Change Date: The date and time the changes were introduced.
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User: The name of the user who introduced the change.
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Change Type: The category for the change.
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Summary: The summary of changes applied to the policy set.

Legal Hold tab

Legal Hold suspends all retention policies to prevent the deletion of email messages that are the subject of pending, or potential, litigation or investigation. Users with the Edit Legal Hold permissions can invoke a Legal Hold, also referred to as a lock. Legal Hold has the following features:

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Legal holds can be placed on an entire archive or on a mailstore, mailbox, group or OU.
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A single user or multiple users can place a Legal Hold on an item.
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A single user can place more than one Legal Hold on an item.
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A single user can place Legal Holds on multiple items.
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Any reason can be entered for the Legal Hold.
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All users who place a Legal Hold on an item are required to remove the Legal Hold before the Retention service resumes operation.
* 
NOTE: There can be various reasons for applying a Legal Hold, such as the nature of the customers’ business requiring accurate record keeping, litigation, etc.
In the event of litigation, it is recommended that the customer apply a Legal Hold unless/until it is determined that their legal obligations can be met with their retention policies.

Adding a Legal Hold

To add a Legal Hold:
1
From the Legal Hold tab, enter a reason for placing the legal hold in the Reason box.
2
In the Targets field, select one or more message containers on which to place the legal hold: Mailstore, Mailbox, Group or OU. Or, select Everything (All Messages in Archive) checkbox to place the legal hold on all messages in the archive.
3
Click the +New Legal Hold button at the bottom of the box.
4
Add additional Legal Holds by repeating steps 1-3.

The Legal Hold is applied, meaning the Retention service will not process. If other users who did not lock the item sign in with appropriate rights, they can see by whom, when and why the Legal Hold was invoked but they cannot deactivate it.

The Retention service activity related to Legal Hold is as follows:

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If the Retention service is running at the moment when the Legal Hold is activated, the service finishes processing the current policy item and the execution of the policy set is terminated.
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If the Legal Hold is enabled before the Retention service is scheduled to start, the service will ignore the schedule.
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