Configuring Metadata Preservation (Days / Minutes) Policies

Document created by user.oxriBaJeN4 Employee on Sep 12, 2015Last modified by user.oxriBaJeN4 Employee on Feb 22, 2019
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Metadata Preservation policies limit the life of a message's metadata to a value less than your Maximum Account Retention setting. Email metadata (including the header) is the associated information present in a message, including:

  • Date and time stamps
  • Mail server information
  • From / To addresses
  • Subject
  • Message-id


There are two versions of the policy, the only difference between them being the length of time that messages are stored:

  • Metadata Preservation (Days): Specifies the number of days that the metadata is retained. 
  • Metadata Preservation (Minutes): Specifies the number of minutes that the metadata is retained.

Usage Considerations


Consider the following before configuring a policy:

  • An accepted message is not archived, if it has a retention period of three days or less. Instead it remains in the Accepted Messages queue until it expires. We also retain additional metadata information (e.g. policies applied to the message, delivery and rejection details).
  • It is possible to remove email metadata whilst preserving the contents of a message. Message retention can also be adjusted using Retention Adjustments.
  • Metadata Preservation (Minutes) policies are applied after indexing is complete. For example if a policy is configured to purge data after five minutes but indexing is not complete, the data is purged five minutes after indexing finishes.


Configuring a Metadata Preservation (Days or Minutes) Policy


To configure a Metadata Preservation (Days or Minutes) policy:

  1. Log on to the Administration Console.
  2. Click on the Administration menu item. A menu drop down is displayed.
  3. Click on the Gateway | Policies menu item. The Gateway Policy Editor is displayed.
  4. Either select:
    • Metadata Preservation (Days) to configure a Days policy.
    • Metadata Preservation (Minutes) to configure a Minutes policy.
  5. Either select the:
    • Policy to be changed.
    • New Policy button to create a policy.
  6. Complete the Options section as required:
    Policy NarrativeProvide a description for the policy to allow you to easily identify it in the future.
    Preservation Time (Days or Minutes)

    Specify the number of days or the number of minutes, depending on your chosen policy. This is based on the sent date of the message and determines the length of time that the metadata of the message is stored in the Archive. This policy cannot override the maximum Account Retention period, and can only be used for a subset of users.

  7. Complete the Emails From and Emails To sections as required:
    Field / OptionDescription
    Addresses Based OnSpecify the email address characteristics the policy is based on. This option is only available in the "Emails From" section. The options are:
    The Return Address (Mail Envelope From)This default setting applies the policy to the SMTP address match, based on the message's envelope or true address (i.e. the address used during SMTP transmission).
    The Message From Address (Message Header From)Applies the policy based on the masked address used in the message's header.
    BothApplies the policy based on the Mail Envelope From or the Message Header From whichever matches. If both match the specified value, the Message Header From is used.
    Applies From / ToSpecify the Sender characteristics the policy is based on. For multiple policies, you should apply them from the most to least specific. The options are:
    EveryoneIncludes all users (i.e. internal and external). This option is only available in the "Emails From" section.
    Internal AddressIncludes only internal organization addresses.
    External AddressIncludes only external organization addresses. This option is only available in the "Emails From" section.
    Email DomainEnables you to specify a domain name to which this policy is applied. The domain name is entered in the Specifically field.
    Address GroupsEnables you to specify a directory or local group. If this option is selected, click on the Lookup button to select a group from the Profile Group field. Once a group has been selected, you can click on the Show Location field to display the group's path.
    Address AttributesEnables you to specify a predefined Attribute. The attribute is selected from the Where Attribute drop down list. Once the Attribute is specified, an attribute value must be entered in the Is Equal To field. This can only be used if attributes have been configured for user accounts.
    Individual Email AddressEnables you to specify an SMTP address. The email address is entered in the Specifically field.
  8. Complete the Validity section as required:
    Field / OptionDescription
    Enable / DisableUse this to enable (default) or disable a policy. If a date range has been specified, the policy will automatically be disabled when the end of the configured date range is reached.
    Set Policy as PerpetualIf the policy's date range has no end date, this field displays "Always On" meaning that the policy never expires.
    Date RangeUse this field to specify a start and / or end date for the policy. If the Eternal option are selected, no date is required.
    Policy OverrideThis overrides the default order that policies are applied. If there are multiple applicable policies, this policy is applied first unless more specific policies of the same type are configured with an override.
    Bi-DirectionalIf selected the policy is applied when the policy's recipient is the sender, and the sender is the recipient.
    Source IP Ranges (n.n.n.n/x)Enter any required Source IP Ranges for the policy. These only apply if the source IP address used to transmit the message data, falls inside or matches the range(s) configured. IP ranges should be entered in CIDR notation.
  9. Click on the Save and Exit button.


See Also...


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