Lotus Notes to Exchange Migration with Office 2007
Exchange: Archive & Retention
Archiving & Retention is coming to Old Dominion University. The Microsoft Exchange migration at ODU includes centralized email archiving and retention. Unlike in Lotus Notes where you had to create a local archive if you wanted to store older messages, older emails will be automatically archived on the new system. Once the messages have been archived, you will still be able to access these messages using either Outlook 2007 or Outlook Web Access. So unlike in Lotus Notes, now you will be able to see archived messages when you are off-campus.
Retention is also part of this system. Retention is keeping required documents, while other old, unnecessary documents are deleted. The university will be pushing out what are called "Managed Folders" to all Exchange mailboxes. These are folders that everyone will have, that will eventually have retention policies on them. Specifically there will be folders marked permanent, 10 years, 5 years, 3 years, and 2 years. Once email retention is turned on, messages in these folders will be kept for 2 years, 3 years, 5 years, 10 years, or permanently, depending on the folder.
The ODU Email Archiving & Retention standard should be read by all employees, and it can be found here at 01.7 - Email Archive and Retention Standard 2008.
For an introduction to Email Archiving & Retention, please see this Power Point Presentation
Retention policies currently in effect:
- Deleted Items - These will be held for 3 days and then deleted.
- Drafts - These will be held for 30 days and then moved to the Deleted Items folder.
- Junk E-mail - These will be held for 30 and then moved to the Deleted Items folder..
Retention Policies that will take effect on May 19th, 2009 In order to allow users time to manage the messages imported from Lotus Notes, the following retention rules will not take effect until May 19th. Effective May 20, 2009, old messages not specified for retention will be deleted according to the following schedule.
- Calendars: Entries are retained for 2 years.
- Inbox: Messages are retained for 6 months from the date of the message
- Sent Mail: Messages are retained for 2 years from the date of the message
- Drafts: Messages are retained for one month from the date of the draft
- Junk E-Mail: Messages are retained for one month from the date of the message.
- Deleted Items: Messages are retained for 3 days and are available for users to recover from the server for 30 days.
- Managed Folders: Marked permanent, 10 years, 5 years, 3 years, and 2 years.
- All other folders: Messages are retained for 1 year from the date of the message.
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