multiple retention categories & updating indexes

[Dean_Engmann]

Hi

We have 2 retention policies. One keeps things for 7 years - anything that a user drags & drops to the Archive Vault folder should have this policy. Another automatically archives everything else after 45 days and then deletes it after 55 days, keeping emails for 100 days. If a user wants to keep something for 7 years, they would need to drag & drop it to the Archive Vault folder.

The problem is that the indexes are never updated when something that is already vaulted is put in the Archive Vault folder (with a different policy). The indexes are only updated when something is initially put in the Vault. Therefore, things that are meant to be kept for 7 years are being deleted after 55 days in the Vault. We need a solution to this problem that doesn't affect our users.

One thing that was suggested to me is to have the users restore their items before manually putting something into the Archive Vault (7 year) folder. We all know that we can't trust users to manually do this and that something that is needed is going to be deleted automatically, so that's just not a good solution.

Any other solutions anyone has would be greatly appreciated. We are going live in 10 days and we need a good solution.

Thanks!

[TonySterling · Accepted solution]

This is from the sp3 client help.

To change an item's Retention Category
Display the item�s properties

Click the Enterprise Vault tab. The Enterprise Vault archiving settings for the selected item are displayed.

Click the Retention Category arrow and select the one that you want to use. The Description and the Retention period display additional information about the Retention Category that you have selected.

Tips

It is recommended that you keep items with the same Retention Category in the same folder. This enables you to assign the Retention Category to the folder, so it applies to all the items in the folder.

You can assign a Retention Category to an item when you store an item in a Vault yourself.

Note

If the Retention Category setting is unavailable it has been locked by your Administrator.