Email Retention Policy

[PATRICK_Kitchen]

Hi Folks,

Over the last 12 months we have migrated to an Exchange/KVS environment from a straight forward POP/SMTP system based on an AS400 which downloaded the email via Outlook Express to the PC.

As part of our Exchange migration all the email on the PC was uploaded into the Exchange profile, the KVS policy was set to retain the email forever.

Our Auditors have now decided email older than 6 years can be deleted, this raises a number of questions.

Does KVS work on the date the email was archived or the date the email was created the reason this matters because when we change our policy if it works on the date the email was sent then some email will start being deleted from day one providing it is greater than 6 years old, however, if it works on the date of archive it will be at least another 5 year before anything will be deleted.

Has anyone run into this scenario before and if so what were your findings and resolutions..

Many thanks




Pat

[Micah_Wyenn]

Pat,


The long and the short of it is: Retention Expiry (right click on site, properties, expiry) can run in two modes. You can run it to go against the archive date (the date that the item was archived), or by it's mod date (usually the creation date of the message). Here's an example to help illustrate.

micah's got an email that is 30 days old. At the 31st day, he archives the email. The retention category (1 yr) is then applied. Expiry runs every evening at 11pm. If micah's using modify date, then on the 1yr, 32nd day, his email is deleted from the vault. If micah's using archive date, then on the 1yr, 61st day, his email is deleted from the vault.

m