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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

Message policies

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About message policies
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Message policies and deleted items
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Add, edit, or delete a message policy
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Setting up archiving without journaling

About message policies

Store management message policies are used to manage the mail server store and determine how long messages remain on the mail server. These policies can be used to reduce the size of the mail server store, to maximize the benefits of the storage efficiencies enabled by Archive Manager. Policies can be set either across the organization or on a user-by-user basis.

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NOTE: These policies are used in conjunction with the mail server administration to determine which policies apply to which mail servers.

Store management message policies can be applied to different mail folders at different levels, as explained at the beginning of the chapter Message policy assignments.

In an Exchange system, Archive Manager can archive all Outlook item types except journal entries (activities). By default, store management message policies are applied to all Outlook item types. Archived items include the message classes listed in the table below, which also shows what Archive Manager can do with each item type.

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NOTE: IPM.Document items can be enabled for stubbing when there is a stubbing policy in place on the folder in which they reside.

Message policies and deleted items

On a Microsoft Exchange server, there are two types of deleted messages: soft-deleted messages and hard-deleted messages. Soft-deleted messages are messages that have been moved to the Deleted Items folder by pressing the DELETE key. Hard-deleted messages are messages that have been removed from any folder by pressing SHIFT+DELETE, or were emptied from the Deleted Items folder. When a message is deleted from a Deleted Items folder, a backup copy or tombstone of the message is kept for a specified period of time. Outlook allows you to get a list of the tombstones in a folder and to either restore the messages back to the original folders or permanently remove the messages from the system.

In versions of Exchange prior to 2010, tombstones contained information about the folder from which they were deleted. The ESM is able to link a deleted message to its last known folder.

In Exchange 2010, tombstones no longer contain information about the folder from which they were deleted. Therefore, the ESM can not determine the folder from which a message was deleted. In Exchange 2010, if the item is already linked to a folder in the mailbox, the ESM no longer changes the folder to which the item is linked. If the item is not currently linked to any folder in the mailbox, the ESM links it to the Deleted Items folder.

Add, edit, or delete a message policy

A message policy is some action or function applied to messages in Exchange that meet certain selection criteria, as defined by these field values:

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Message Policy Name: The name for the policy—usually related to what the policy does. This name is how the policy is identified in other parts of Archive Manager.
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Policy Action (Export/Delete/Stub/Stub Attachments): What Archive Manager will do with the messages that meet this policy’s selection criteria.
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NOTE: The Delete, Stub, and Stub Attachments policies apply to Exchange systems only.
NOTE: Remember that Archive Manager can delete (in Outlook) only standard email messages, posts, meeting invitations, and task requests. Similarly, the program can stub only plain email messages and posts in Exchange.
The fields below the Policy Action field vary depending on the selected Policy Action, and are applied only to messages that meet the days-old and file-size criteria (defined below):
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Export copies the message data from your mail system to Archive Manager.
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Delete removes any messages in Exchange that match the criteria, and can optionally add them into Archive Manager before deletion.
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Stub replaces a message in Exchange with a stubbed-down message that looks like a message to the user, and moves the message data into Archive Manager. When a user views a stubbed message in Outlook, the full message is recreated from data in Archive Manager. You may also, in combination with a Stub policy, delete from Exchange all messages and stubs of a certain age (entered separately from the days-old value for the Stub policy). Stubbed messages can be reconstructed on the Exchange server using the Archive Manager Outlook Form, or viewed using the Offline Client.
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Stub Attachments removes attachments from messages in Exchange. When a user views a message with a stubbed attachment, the attachment is recreated from data in Archive Manager. You may also, in combination with a Stub Attachments policy, delete from Exchange all messages and stubs of a certain age (entered separately from the days-old value for the Stub policy). Stubbed attachments can be reconstructed on the Exchange server using the Archive Manager Outlook Form, or viewed using the Offline Client.
Note, for both the Stub and Stub Attachments policy actions:
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NOTE: When applying a Stub Policy with the "Delete Message Shells" option, this actually applies a delete policy. It applies to all messages of the specified age, whether or not they are stubbed.
NOTE: When applying a Stub Policy, you should not use a third party document handling system in conjunction with Outlook. Stubbed messages may not be reconstructed.
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The Archive Manager Outlook Form automatically reconstructs the message and/or attachment when Windows Authentication is used. To reconstruct the messages with Forms authentication, sign in to your Archive Manager web site, checking the Remember Login box. For more information, see the Authentication modes chapter of this guide.
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When viewing a reconstructed message or attachment with Outlook, users may see this message:
This item contains active content that cannot be displayed in the Reading Pane. Open the item to read its contents.
Follow the instructions to see the message. To enable the reading (preview) pane:
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To turn the reading pane back on for newly stubbed or re-stubbed messages:
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Use the Archive Manager Configuration Console to set the Configuration setting Disable Preview Pane to False.
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Restart the ESM.
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For any message that is already stubbed, first open the message in Outlook to reconstruct it, and then re-stub it. The ESM then adds a necessary property to the message that lets Outlook display it in the reading pane.
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Days old: Age of the messages to which this policy will be applied. Leave the field blank to apply the policy to all messages. Enter 0 to never delete message stubs. This is the only field where 0 indicates "never" instead of the numeric value.
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KB in size: Size of the messages to which this policy will be applied. Leave the field blank to apply this to all messages.
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NOTE: The policy will be applied only to messages that meet both the Days old and KB in size criteria.
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Read messages: Lets you include or exclude unread messages from the policy.
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Flagged messages: Lets you include or exclude flagged messages that have not been completed from the policy.
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Not found: Lets you include or exclude messages not found in Archive Manager from the policy.
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