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From the Policy Editor tab, click Add Keep Policy. |
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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. |
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Select one or more Message Types. Message types include Message, Calendar, Delivery Status Notification, and Contact. |
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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. |
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Folder: Enter the folder path (example: Inbox\Retention Folder). The maximum length of the path is 2,000 characters. |
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Include Sub Folders: Select this checkbox to select the folder’s sub folders. |
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Mailstore: Select a mailstore from the drop-down list. |
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Mailbox: Enter at least 3 characters in the Mailbox box to activate the drop-down list and select a mailbox. |
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Group: Enter at least 3 characters in the Group box to activate the drop-down list and select a group. |
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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. |
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OU: Select an organizational unit from the drop-down list. |
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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. |
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To add a tag, click the +Tag button. |
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Multiple items can be added to the set using the +Tag button. |
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To remove a tag from the set, click the Trash Can icon. |
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In the Items that contain the words box, enter the key words that the messages to be retained should contain. |
NOTE: Retention policy search criteria must follow the search syntax rules detailed in the Searching Email chapter of the Archive Manager User Guide. |
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To implement policies, click Save at the top of the Policy Editor screen. |
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.
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 |
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From the Policy Editor tab, click Add Delete Policy. |
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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. |
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Select the Delete Meetings With Future Dates checkbox to ignore meetings with end times in the future in order to delete the specified items. |
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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. |
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Folder: Enter the folder path (example: Inbox\Retention Folder). The maximum length of the path is 2,000 characters. |
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Include Sub Folders: Select this checkbox to select the folder’s sub folders. |
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Mailstore: Select a mailstore from the drop-down list. |
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Mailbox: Enter at least 3 characters in the Mailbox box to activate the drop-down list and select a mailbox. |
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Group: Enter at least 3 characters in the Group box to activate the drop-down list and select a group. |
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Include Former Members: Select this checkbox to select former members of the selected group. |
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OU: Select an organizational unit from the drop-down list. |
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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. |
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To add a tag, click the +Tag button. |
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Multiple items can be added to the set using the +Tag button. |
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To remove a tag from the set, click the Trash Can icon. |
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In the Items that contain the words box, enter the keywords that the messages to be retained should contain. |
NOTE: Retention policy search criteria must follow the search syntax rules detailed in the Searching Email chapter of the Archive Manager User Guide. |
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To implement policies, click Save at the top of the Policy Editor screen. |
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.
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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. |
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Click Save. |
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