Viewing Email Retention Information

Document created by user.oxriBaJeN4 Employee on Sep 10, 2015Last modified by user.oxriBaJeN4 Employee on Dec 16, 2016
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Email retention is the length of time that messages will remain in the Mimecast Archive. When a message is processed by Mimecast, either by inbound, outbound, or internal email flow, each message is allocated a retention period based on the Maximum Retention setting of your Mimecast service.

Retention Adjustments and Configuring a Content Examination Policy can be used to modify the email retention period.

A message's retention is included in the metadata for each email in the Mimecast archive. This allows you view the retention information for a specific email. This information can be used to determine:

  • How long the email will remain in the archive for.
  • Whether or not the email has been assigned to a Smart Tag or Granular Folder Retention policy.

 

View Message Retention

 

To view a message's retention_

  1. Log in to the Administration Console.
  2. Click on the Services toolbar button. A menu drop down is displayed.
  3. Click on the Archive | Archive Search menu item.
  4. Use the search parameters to find the message you want to check.
  5. Click on the message from the search results.
  6. Click on the View button to select View Message Retention.

 

View_Message_Retention.png

 

Retention Values Explained

 

Field Name
Description
Current Purge DateThe date that the email is scheduled for permanent removal from the Archive. If this date displays as 2500-01-01 00:00:00, the email retention has already been set to 0, and the email will be expired imminently.
Purge Based On
  • By default, the status is set to Original.
  • If a retention adjustment is applied, the status is changed to Admin Purge.
  • If a litigation hold is applied, the status is displayed as Hold.
Retention Adjustment (Days)Indicates the number of days remaining until the adjustment will be processed.
Litigation HoldDisplays an active status only if a litigation hold has been applied to the email, which will prevent the adjustment from taking place until the hold expires.
Original Purge DateIndicates the original purge date stamped on the email prior to the retention adjustment.

 

Litigation Hold Information

 

A litigation hold prevents a retention adjustment from taking place until the hold expires, and is based on an eDiscovery Case:

Message_Retention_Lit_Hold.png

 

Folder Based Retention Stamps

 

Folder Based Retention (FBR) allows administrators and users to control reasonable data destruction policies for emails, based on the folders in which the email is placed:

Message_Retention_FBR.png

 

Assigned to Smart Folders

 

Messages in the archive can be assigned to Smart Tags. These allow specific users to access the contents of the message within the folder, provided that they have the required permissions:

Message_Retention_Smart.png

 

Archive Update Audit

 

This audit trail provides information on the last updates made to the retention information for this message:

 

Example 1
Message_Retention_Archive_Audit.png

 

Example 2
Message_Retention_Archive_Audit_2.png
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