Forum Discussion

Groombro's avatar
Groombro
Level 3
11 years ago

Retention and Expiry questions

Hello

I have a couple of really quite questions about the Retention in EV

Basically about 2 years ago we started an EV project and we were told to get it in and retain all information forever.

now 2 years on the reality of that decision has hit home (6 Terabyte of data after compression and deduplication in the archive. with more adding everyday)

and we are looking to start removing emails that are over 10 years old from the archive.

 

The problem is that we can't work out if the retention is based on the initial send/recieved into the mailbox or the archived date.

i understood it to be the latter. which means we won't see savings for 8 years.

 

can any one confirm if this is correct?

 

Regards

Michael.

 

 

Configuring
Enterprise Vault
Information Governance
Monitoring
Windows Server (2003-2008)
  • GabeV's avatar
    GabeV
    11 years ago

    Groombro,

    Modified Date would be the same as the Received Date for mail messages. You can confirm this from the Help button under the Storage Expiry settings:

    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, the items could expire immediately.

    In addition, you will get space back in the storage once you enabled Storage Expiry; however, keep in mind that if you are sharing within the Vault Store or the Vault Store Group, any emails or attachments shared between several archives will not be deleted until the last reference to that item is removed from the storage.

    I hope this helps.

  • MichelZ's avatar
    MichelZ
    Level 6
    11 years ago
    Actually, you can set this. On the Site -> Rightclick -> Properties -> Storage Expiry Base expiry on: Modified date Archived date Cheers Michel
  • GabeV's avatar
    GabeV
    Level 6
    11 years ago

    Hi Groombro,

    The send/received date and the archived date is a Storage Expiry setting. If you use archived date, then the retention will apply to that date, meaning that if the email was sent on 2010 but archived in 2011, with the archived date setting and a retention category of 3 years, that email will stay in the storage for another year. If you set Storage Expiry to sent/received date that same email will be expired right away, since it would be three years from the send/received date.

    To answer your question, if you want to expire everything older than 10 years, then you need to change the retention from forever to 10 years and run Storage Expiry based in the send/receive date. Since you started archiving 2 years ago, using Archived Date in Storage Expiry won't work on your environment, since with a 10 years retention, it would expire items in 8 years from now.

    I hope this helps.

     

  • Groombro's avatar
    Groombro
    Level 3
    11 years ago

    Thanks for the Replies

    I only have a Modified and Archived Date options under the site settings not a send/recieved.

    before my manager will approve the change he wants me to check the modified data is the email modified date i.e. when it was last modified on the email server (so recieved/sent) and not the EV modified i.e. if an email is unarchived and rearchived. can anybody point me to a document to confirm.

    i have the install and manage documents for 9.x but for modified date the description is "items in archives expire at the end of the retention period. the date is actually calculated based on an algorithm which depends on the data type being archived." which isn't exactly helpful.

    Also does any one know if the Archives will shrink in size as data is expired or is it like an exchange EDB where the empty space becomes white space that can then be refilled?

     

  • JesusWept3's avatar
    JesusWept3
    Level 6
    11 years ago
    Modification date is modified date for files, or sent/received date of the mail Also remember that the retention category has this setting that can override the site setting As for space being reclaimed, in most circumstances you will see space savings, however because of single instancing you might see less than you'd like For instance let's say you have a 100mb file shared between four archives, you may delete the item out of three of the four archives, hoping to reclaim 300mb, but because it's shared it's really only removing references to that 100mb file that will remain until all archives delete the item Also if you use collections or CAB files that can severely impact how much space is reclaimed
  • GabeV's avatar
    GabeV
    Level 6
    11 years ago

    Groombro,

    Modified Date would be the same as the Received Date for mail messages. You can confirm this from the Help button under the Storage Expiry settings:

    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, the items could expire immediately.

    In addition, you will get space back in the storage once you enabled Storage Expiry; however, keep in mind that if you are sharing within the Vault Store or the Vault Store Group, any emails or attachments shared between several archives will not be deleted until the last reference to that item is removed from the storage.

    I hope this helps.