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Configuring  >  Policies  >  Retention and Spam Policies  >  Adding a new Retention Policy

Adding a new Retention Policy

1. Select Configuration tab and click Retention and Spam Policies.

2. Click .

3. From the Retention Policy wizard, select Email Retention Policy and click Next.

Retention Policy details

4. In the Retention Policy Details screen, key in the details for the new retention policy and click Next. Available options are:

Option Description
Policy name

Defines the name for the new policy to be created.
Criteria

Defines the conditions that will identify an item as being part of this retention policy. From the drop down list select one of the following options and provide the values that an item must match to fall under this retention policy. Click to add more conditions or to delete a keyed in condition. Select:

  • Subject – define an email subject
  • Body – define key words that can be found in the body of emails
  • Sender – define the sender’s email address or specify the user name in the format domain\username
  • Recipient – key in the recipient’s email address or specify the user name in the format domain\username

NOTE

Wildcards are supported for both Sender and Recipient fields. For example, if you enter '*@domain.com', the value will match all users of 'domain.com'.

  • Full Email size – select a parameter and provide the email size in MB. Available parameters are:
  • Equals to
  • Greater Than
  • Greater Or Equal Than
  • Smaller Than or
  • Smaller Or Equal Than
  • Attachment size - select a parameter and provide the email size in MB. Available parameters are:
  • Equals to
  • Greater Than
  • Greater Or Equal Than
  • Smaller Than or
  • Smaller Or Equal Than
  • Attachment Type - define the file type condition by selecting a category from the drop down list of predefined values. For more information on File Types refer to Retention File Types in this section.
  • Manual / File - select to include all manually archived items in the retention policy.
  • Item Type - Select from available options. Available parameters are:
  • Calendar or Meeting Requests
  • Files
  • Emails
Enable Policy

When selected, the new policy comes into effect immediately. Specify also if archived items are to be deleted immediately or retained for a specific amount of time. Select Enable Policy and select an option between:

  • Do NOT retain items matching above conditions, delete immediately.
  • Do NOT retain items matching the above conditions, delete after x days

NOTE

To configure a number of years, specify the number of days. For example: To retain emails for 2 years, key in 730 days and to retain emails for 5 years, key in 1825 days.

5. Click Finish.

Retention File Types

The following table lists the file types associated with each Attachment Type category available when filtering a Retention Policy by attachment type:

Category File type
Images

*.jpg,*.jpeg, *.exif, *.tiff, *.raw, *.png, *.gif, *.bmp, *.ppm, *.pgm, *.pbm, *.pnm, *.webp, *.tga, *.pcx, *.img, *.psd, *.psp, *.cgm, *.svg, *.ai, *.cdr, *.eps, *.hvif, *.odg, *.pict, *.pgml, *.swf, *.vml, *.wmf, *.emf, *.xps, *.pns, *.jps
Documents

*.acl, *.csv, *.cwk, *.doc*, *.dot*, *.htm*, *.hwp*, *.lwp, *.mcw, *.odm, *.odt, *.ott, *.pages, *.pdax, *.pdf, *.rtf, *.rpt, *.stw, *.sxw, *.tex, *.txt, *.wpd, *.wps, *.wpt, *.wrd, *.wri, *.xhtml, *.xml, *.xps, *.xls, *.xlsx, *.ppt, *.pptx, *.mdb, *.accdb, *.accde
Music

*.aiff, *.au, *.cdda, *.raw, *.wav, *.flac, *.la, *.m4a, *.ape, *.wma, *.mp2, *.mp3, *.ogg, *.ra, *.rm, *.ots, *.swa, *.vox, *.voc, *.mid, *.psf, *.mod, *.asf, *.asx, *.m3u, *.ram, *.xspf, *.omf, *.cel
Video

*.aaf, *.3gp, *.gif, *.asf, *.avchd, *.avi, *.dat, *.flv, *.mpeg, *.mpg, *.fla, *.flr, *.sol, *.m4v, *.mkv, *.mov, *.mpe, *.mxf, *.ogg, *.rm, *.swf, *.wmv
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