Archive Data Retention Periods

Document created by user.oxriBaJeN4 Employee on Sep 10, 2015Last modified by user.oxriBaJeN4 Employee on Apr 10, 2017
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The retention period configured for your Mimecast Account determines the length of time email and file data is stored in your archive. When an email sent date matches your retention period, the email and its attachments are expired from Mimecast, and cannot be retrieved. It is therefore important to ensure that the appropriate Retention period is selected for your account based on the requirements of your organization.

 

Depending on the service that your organization has subscribed to, your retention period may differ. Your retention period is displayed in the Account Profile, accessible from the Administration Console. See the Account and Support Details section of the The Administration Console User Interface page for full details.

 

It is possible to increase or upgrade your retention period. It is also possible to ingest historical email data. For more information on this, contact your Mimecast Account Representative.

It is possible to reduce retention periods for specific emails using policies.

Perpetual Retention FAQs

 

Q: What happens to my existing archive when I upgrade to Perpetual Retention?

Once perpetual retention has been enabled, all data subsequently archived is retained for the duration of your Mimecast contract. The date of expiry of messages already in the archive will not change automatically. Speak to your Account Manager if you are interested in modifying the retention of messages already archived.

Any messages which have previously expired cannot be resurrected and are no longer available.

Q: Some messages in my archive have already expired. Can Mimecast resurrect them with an upgrade to Perpetual Retention?
No. The perpetual retention upgrade only applies to emails sent or received after the upgrade. Messages that have expired are no longer available.
Q: Can customers still purge email after upgrading to Perpetual Retention?
Yes, Mimecast recognizes that administrators may occasionally need to immediately expire specific messages. We strongly recommend consulting with Mimecast Support in this instance, as expiry is permanent and irreversible.
Q: How will this change affect messages that are already in the archive?

By default, the retention period for legacy email remains unchanged. If you wish to retain these messages in perpetuity, Mimecast offers a Perpetual Retention Adjustment service that will remove expiry dates from archived messages. Contact your Account Manager if you are interested in a quote for this service. See the Perpetual Retention Adjustment FAQs section below for further information.

 

Zero Drag Retention FAQs

 

Q: What Mimecast services are affected by Zero Drag Retention?

Customers licensed for Mimecast Email Security or Mimecast Secure Email Gateway, can request one of the following setting to the Zero Drag Retention configuration option.

 

Option
Description
No ArchiveNeither content nor metadata is retained post the delivery of the message.
Metadata ArchiveMetadata is retained up to a 14 day maximum account retention time for message track and trace.
Q: Can customers still use other policies after moving to Zero Drag Retention?

Yes, Mimecast recognizes that administrators may be interested in other gateway policies beyond spam scanning. However certain policies and user views may not function or be supported. See below for a complete list of unsupported items per subscription service.

 

Functionality
SEG SupportMimecast Email Gateway Support
GatewayAttachment ManagementYesYes
Link On SizeNoNo
Block On SizeNoNo
Content ExaminationYesYes
Message PassthroughYesYes
Message Tracking SearchConditional (metadata archive only)Conditional (metadata archive only)
ContinuityAdministration ConsoleConditional ("Pause Inbound" only)Conditional ("Pause Inbound" only)
User ApplicationsNoNo
User ApplicationsSmart TagsNoNo
Online Inbox or Online Sent ItemsNoNo
Q: If in the future our organization chooses to upgrade to a longer retention, can the messages that were previously delivered be resurrected?
No. The archive retention upgrade only applies to emails sent or received after the upgrade. Messages which have expired are no longer available.
Q: If I am moving from a higher retention plan to a lower one. How will this change affect messages that are already in the archive?
By default, the retention period for legacy email will remain unchanged. Messages are however stored in segments which expire based on the Maximum Retention of your Mimecast account. This means that items in segments that fall outside of your new retention will no longer be available. In certain instances, a message may be retained beyond the retention period should the segment remain active. In this case, should you wish to expire particular messages, retention adjustments may be completed to remove them from the archive. We strongly recommend consulting with Mimecast Support during this process, as expiry is permanent and irreversible.

 

Perpetual Retention Adjustment Service FAQs

 

Q: Can I choose which archive messages are to be adjusted?

Pricing is set on the assumption that the entire archive would be adjusted. This is priced competitively on the assumption that full coverage is generally less resource intensive than selective adjustments. If you are interested in selective adjustments, contact your Account Manager in the first instance to discuss your requirements.

Q: How long does the adjustment take?

We cannot commit to a timing as the operation varies depending on the:

  • Number of messages to be adjusted.
  • Complexity of the request.
  • Overall grid load.

However for guidance, a request for a 100 seat account with less than 5 years of archived data might take 1-2 weeks to complete.

Q: Can you guarantee no further messages will expire while my request is pending?

While we are unable to commit to specific timing, we can assess whether any items are due to expire imminently, and take steps to keep these messages active so that they are included in the adjustment.

Security Only Accounts FAQs

 

Q: What is the data retention period for security only accounts?
The data retention period for security only accounts is 30 days.
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