User guide

Historical Mail Administration Licensed Customer Confidential
100 Email Continuity Administrator Guide version 6.5 (1st ed.)
membership-based policy applies. The new retention period is 20 days. On the
first day that the user is a member of the Assistant Group, mail collected
during days 21-50 is eligible for purging.
Example 2: A user is a member of the Marketing Group retention policy,
whihc has a 30 day retention period. The last 30 days of mail is routinely retained.
One day, the user leaves the company and his mailbox is disabled, hidden, or
deleted. The next day, because the user is no longer part of the membership-
based policy, the user's last 30 days of retained mail is eligible to be purged.
Example 3: A user is initially a member of the All Employees retention policy,
which has a 30 day retention period. An administrator increases the All
Employees retention period to 45 days. The user’s mail will now be retained for
45 days.
Example 4: A user is a member of the VP retention policy, which has a 365 day
retention period. An administrator decreases the retention period for the VP policy
to 90 days. The next day, the user's mail for days 91-365 is eligible for purging.
Retention Policy Best Practices
Retention policies should be carefully constructed and implemented so as to
achieve your organizational objectives. The following best practices well help you
avoid unintended consequences.
• Determine your business requirements before setting up a retention
policy.
Retention policies should reflect your organization's overall records
retention and compliance objectives. Before setting up any retention
policies, determine what you are trying to achieve, under what constraints
your organization works (such as financial, organizational, statutory), and
rank the types of retention you want to achieve from most to least
important. Planning for your needs in advance can save the time and
frustration from having to change retention policies after implementation.
• Historical Mail settings do not override Exchange settings.
It is up to you to determine that your retention policies mesh smoothly with
those on your Exchange server, and vice versa. For example, don’t set
your retention policy for 14 days when your Exchange server purges all
messages after 30 days.
• Higher priority policies always override lower priority polices, even
when of shorter duration.
Retention policies with a higher priority will always override those of a
lower priority, even when the lower priority policy has a longer duration.
For example, if an Executive retention policy specifies a retention
duration of three years and is ranked higher than a Legal retention policy
that specifies a retention of five years, then a CEO who was a member of
both groups would only have his messages retained for three years.