Product manual

GFI MailArchiver 7 Configuring GFI MailArchiver | 137
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7.11 Retention Policies
Retention Policies define the length of time that an archived email is retained in the Archive Store
before it is deleted. For example, you can configure GFI MailArchiver to retain emails marked ‘Sales’
for two years while keeping emails marked as ‘Legal’ indefinitely.
GFI MailArchiver also provides you with the facility to temporarily suspend (hold) retention policies so
that no email is deleted. For example, you can hold retention policies until a court case is resolved. In
this case, emails are marked for deletion and deleted once the hold is switched off.
7.11.1 How Are Retention Policies Applied?
GFI MailArchiver checks email content against any retention policies configured at the time of
archiving.
GFI MailArchiver first checks email against the highest priority retention policy. If the email matches
the configured conditions, retention policy is associated with the email. If the email does not match
the highest priority retention policy, GFI MailArchiver will check against the next retention policy
configured, according to priority.
This process is repeated until email either matches a configured retention policy or there are no
more retention policies. When an email does not match any retention policy, GFI MailArchiver stores
the email in archive store indefinitely.
Important Notes
Retention policies created or modified after GFI MailArchiver has already stored an email in an
archive store will not affect that email. This is because GFI MailArchiver checks emails against
retention policies only at the time of archiving.
An email can match only one retention policy. Thus, the priorities you assign to the retention pol-
icies are very important.
Any email that matches a retention policy where the configured action is ‘delete email imme-
diately’ is discarded immediately without ever being stored in an archive store.
Any email that matches a retention policy where the configured action is set to delete after a
number of days, is stored in an archive store. On the pre-configured time elapsing, GFI Mai-
lArchiver purges the email from the archive store.
By default no retention policies exist within GFI MailArchiver upon installation