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Retention categories and expired mail

Created: 10 Jul 2013 • Updated: 16 Jul 2013 | 2 comments
This issue has been solved. See solution.

Hi folks, I recently extracted vault information from a single shortcut a user of mine is unable to retrieve

I'm trying to demonstrate the reason he can't retrieve the item is because it has been subject to a retention category and is an expired item

Can someone point me in the right direction for translating the following Retention Category ID -  175FF8DC8685D9D4A8B419BA5ABD145331b10000 - into an actual folder name as it would appear in the VAC policies, so I can say "it was archived into X category"

Secondly, how can I translate any of the following into a specific message reference so I can search for it and demonstrate, that it has expired?

Archive ID, Archive Transaction ID, Retention Category, Saveset ID 

Operating Systems:

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JesusWept3's picture

So what you want to do is go to the properties of the Item and find the "Saveset ID"

Pay attention to the end of the Saveset ID after the ~Z~

Format this in to a valid transaction ID, it needs to be 36 characters, and is formatted like 8-4-4-4-12
i.e. D0181F4F-A488-F6B3-3B92-D1123CE00D91

If it has a ~0~ or ~1~ etc and not ~Z~ this means its an EV2007 saveset, and you need to add a 0 to the end to make it the correct length

Now that you have the transaction ID you can do something like

USE EVVSYourVaultStore_01
SELECT IdTransaction, ArchivedDate, idDateTime FROM Saveset WHERE idTransaction = 'D0181F4F-A488-F6B3-3B92-D1123CE00D91'

Now if the item has been expired, that should return no results.

You can get information from the Retention Category though, you can do a query like

SELECT RetentionCategoryName "Retention Category",
       (CAST(RetentionPeriod AS varchar(3)) + ' ' + 
        CASE RetentionPeriodUnits
        WHEN 0 THEN 'Days'
        WHEN 1 THEN 'Weeks'
        WHEN 2 THEN 'Months'
        WHEN 3 THEN 'Years'
        END) "Retention Period",
        CASE OnHold WHEN 0 THEN 'True' WHEN 1 THEN 'False' END "Allow Deletes",
        CASE ExpiryDateBasis WHEN 0 THEN 'Sent/Received Date' WHEN 1 THEN 'Archived Date' WHEN 2 THEN 'Use Site Setting' END "Expiry Based On"
FROM RetentionCategoryEntry
WHERE RetentionCategoryId = '175FF8DC8685D9D4A8B419BA5ABD145331b10000'

Then if you look at the SavesetID again, we can see the Archived Date and Sent/Received Date

The first part is the Archived Date (06/26/2013) and Sent Date (06/19/2013)
So lets say the Retention comes back and says 7 Days expiry based on Archived Date
06/26/2013 + 7 Days = Eligible for expiry 07/03/2013

Based on Modified Date (Sent/Received Date)
06/19/2013 + 7 Days = Eligible for Expiry 06/26/2013

casini's picture

Jesus Wept, thank you for your information. this has provided me the solution. Many thanks