Creating Retention Hold

A Retention Hold is set up for a set of messages that are to be retained and prevented from being purged regardless of any other Retention Policies that may apply to it, till the hold is deleted.

When a Retention Hold is deleted, messages are then available to be retained or purged based on each individual message’s applicable Retention Policies.

There are two types of retention holds:

Static: Created with the search query. Only the message find during the query are part of the retention policies. Emails send or receive after the hold is created are not included.

Dynamic: Adds new emails that match the same query search to the retention policy. Check the option Update Hold Automatically to create a dynamic policy. When this option is selected, GFI OneConnect scans the DataCenter and adds to the hold emails that match the search query criteria.

When a Retention Hold is created, the entire message including the body and all attachments are held. To make it easy to find and review retention holds later, use a consistent, descriptive naming convention like Date_ReviewerName_CaseNumber_HoldNumber. An example is shown below.

20170208_JoeDoe_123456_3.

It is recommended to create multiple retention holds instead of a single large one.

To create a retention hold:

1. Login to GFI OneConnect with an account with reviewer permission.
2. Click Search Company Archives under the archive section.
3. Create a search query to group the emails that needs to be added to the archive discovery.

4. Click Create hold.
5. In the Retention Hold Name type a unique name for the archive.
6. Check the option Update hold automatically to keep adding to the hold messages that match the same search query. Leave it unchecked to keep the static results of the search.
7. click Create Retention Hold.