Video Screencast Help

Email Archiving

Created: 19 Apr 2006 • Updated: 22 May 2010 | 6 comments
KG's picture

If I enable a mailbox for email archiving (with a 6 month retention), and they have a mailbox full of messages, will everything older than 6 months be archived and deleted from the archive and mailbox?

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TonySterling's picture

Depends on a couple of things.

1. What is expiry based on?

Base Expiry on:

Modified date:
Items in archives expire at the end of the Retention Period. When you select Modified date, the start of the Retention Period is calculated as follows:

For mail messages, this is the time since the message was received.

For documents, it is the time since the document was last modified.

Archived date:
Items in archives expire at the end of the Retention Period. When you select archived date, the start of the Retention Period is the date the items were archived. This setting is useful if you import old items from other mail systems. If the items are very old and deleted items expire on sent/received date, then the items could expire immediately.


2. Is Expiry set to run?

There should be some more information on this in the Admin help. That is where I got the excerpt.

Cheers,

KG's picture

Our Expiry is based on Archived date and will be set to run. So when I enable a mailbox to be archived, all the items in the mailbox will be archived. Based on our 6 month policy, items already in the mailbox older than 6 months, will be kept for an addition 6 months since they were just archived?

TonySterling's picture

Yes, be sure to run shortcut deletion as well, you don't want those hanging around.

Micah Wyenn 2's picture

KG,
You're correct, if you set your expiry process to go off of archived date. My recommendation however is that you create your six month archive tool, and put those messages in to a "yearly" retention category. Base the expiry off the modification date, and you'll get the same effect. The bonus you'll get from doing it this way is:

1) You'll stop confusing yourself and the admins who'll come after you (it's more intuitive this way)

2) You won't get unexpected mail messages sticking around after their time. Expiry based on archive date can get tricky because messages get their "clocks" reset every time they re-enter an archive. For example, say a user knows that every six months his yearly mail in the archive will disappear. S/he simply does a restore, and then archives it again...tada, a six month extention you'll never catch. Going time based on modified date helps to alleviate this sorta thing.


hope that helps a little bit.

micah

Michael Bilsborough's picture

Hi,

Are you 100% sure of this. I am not so sure you are correct.

2) You won't get unexpected mail messages sticking around after their time. Expiry based on archive date can get tricky because messages get their "clocks" reset every time they re-enter an archive. For example, say a user knows that every six months his yearly mail in the archive will disappear. S/he simply does a restore, and then archives it again...tada, a six month extention you'll never catch. Going time based on modified date helps to alleviate this sorta thing.

Micah Wyenn 2's picture

lab it? I'd love confirmation, but I'm about to be out to take a bud to the airport. That's what I've seen at past clients tho...then again, I'm on about 1hr of sleep...so maybe I'm lying. :)

micah