User guide

Licensed Customer Confidential Historical Mail Administration
Email Continuity Administrator Guide version 6.5 (1st ed.) 101
• Set the default retention duration to at least 30 days.
Make sure your retention policy is sufficient to achieve all organization
objectives. Older messages can always be purged when necessary, but
they cannot be reconstructed after purging if they are suddenly needed
later.
• Avoid using membership-based policies, where possible.
Membership-based policies are appropriate for retaining messages for
continuity activations or for legal holds. They are not an adequate
substitute for capture-based policies.
Creating Retention Policies
Retention policies allow you to store email for periods of time other than the 30-
day default. To create a retention policy, you must:
1 Create a retention policy (give it a name and determine the number of
days mail retained under this policy should be kept).
2 Decide the type: membership-based, capture-based, or a user-classified
policy.
3 Decide who it applies to (determine its scope). The scope of the policy
determines to which users the policy applies. The scope can be assigned
based on lists, servers, and individuals. Group membership (based on lists
or servers) is updated automatically when SyncManager is run.
4 Decide what should happen when users are deleted from the system:
either keep their mail for the length of time set in the policy, or delete the
mail.
5 Prioritize the policy. If a message is subject to more than one policy, the
keep or delete decision is made based on the priority of the retention
policy. You assign priority by rearranging the policies in the user interface,
so that the most important ones appear higher in the list.
Then, at designated intervals, the system’s purge function evaluates each
message to determine:
1 Which policies apply to this email? Each message can be subject to
multiple policies. If none of your organization’s policies apply, then the 30
day default policy is used.
2 Is Email Continuity active for the user? Mail will not be purged during an
activation. When the activation is over and the system returns to a Ready
state, retention policies will be applied.
3 Of the retention policies that apply to this email, which one is highest in the
priority list?
4 Based on the highest priority policy, should this message be kept or
marked eligible for purging?