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EV Restructuring - Apply new retention categories to already archived items

Level 3

Hello all,

Currently we want to restucture our EV archiving. We have a retention period of 11 years for all archives/items (legal requirement etc. / several provisioning groups and retention categories for each country). This is without doubt quite inefficient and ended up in huge data amounts over the last few years. In order to save some storage space and shrink the amount of data, we want to switch to three retention categories of 10, 5 and 1 year, depending on the department and role of the user.

To realize this savings immediately and not only in the next few years, we need this new retention categories applied to old archived items too. At least in the first place as a temporary solution to free up space and get rid of unnecessary data.

So far our analysis has shown that the retention period for already archived items is only changed when modifying the current period in the same retention category. Unfortunately this is not aplicable in our case, as we will have to reorganize users in different provisioning groups with different retention categories. So this won't help.

In some documentation we read something about retention plans. This could be used to overwrite the retention period for old and new items despite their retention category. Could this work?

Or maybe there is a better way to do this. Any ideas would be highly appreciated.

Thanks in advance


Partner    VIP    Accredited Certified

Seems like a complicated task.  How many user/archives and how much data?  Are the retention policies to be applied to the entire user/archive or will an archive have multiple retention categories?


Correct, not very easy but still necessary. ;)

We have around 60k users and more than 80k active archives. The active archives are the one's that will be restuctruted, moved around, etc. Each archive will only have one retention category which will make it a bit more straight forward.