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Email Retention Overview. Agenda Overview of the Email Retention Policy What This Means to You Alternatives to Email Communication Archiving Email in.

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Presentation on theme: "Email Retention Overview. Agenda Overview of the Email Retention Policy What This Means to You Alternatives to Email Communication Archiving Email in."— Presentation transcript:

1 Retention Overview

2 Agenda Overview of the Retention Policy What This Means to You Alternatives to Communication Archiving in Outlook Creating Personal Folders In Outlook for Transitory Converting with Lasting Value to PDF Schedule of Upcoming Overviews and Workshops

3 Retention Policy Please read the policy statement carefully: is like any other record and may be discoverable during litigation The policy applies to all University , not just hosted on CSUEB servers on campus servers will be automatically deleted after 120 days

4 Retention Policy with Lasting Value The determination of lasting value is determined by the unit responsible for those records – typically the originator or custodian of the records. Lasting value records should be retained outside of the system – in office/departmental files in a format that is readily accessible.

5 Retention Policy Transitory s with Transitory Value of longer than 120 days should be downloaded to local files and deleted when no longer needed "Transitory" in local archived or personal folders still needs to be managed in accordance with the policy Local cannot be backed up to campus servers

6 Retention Policy What it means to You: Understand what lasting value means as it pertains to your job and department Effective January 31, 2009 all mail over 120 days will be deleted off the server Deleted is not recoverable Save lasting value that is on the server into more accessible formats AutoArchive so that your can be taken off the server before 120 days Start changing how you use and retain today

7 Retention Policy Unsure what mail is stored on the server? All folders and subfolders in the Mailbox are stored on the server Look at the mail on the server through Outlook Web Access

8 Retention Policy Alternate Ways to Communicate Use the phone for on-campus communication Shared Drives SharePoint SPARK -- Instant Messaging

9 Retention Policy SPARK Instant Messenger ITS supported Chat room, broadcast IM, send files Bring in contacts from MSN, AOL, Yahoo Campus contact must have SPARK Enter Service Desk ticket to have it installed

10 Retention Policy Manage Your Incoming Unsubscribe to mailing lists Change How Meeting Responses are Processed Act on your after you have read it: Delete, File, or Save

11 Retention Policy NEXT STEPS Learn more about AutoArchive and Personal Folders Archiving and Personal Folders Tutorial for Outlook Archiving and Personal Folders Tutorial for Outlook Configure your AutoArchive or move your mail to a Personal Folder Start saving and attachments with lasting value to your computer as a PDF

12 Retention Policy Set Up AutoArchive AutoArchive is turned on by default Would you like to AutoArchive your old items now? AutoArchive Folder is created on your computer The folder structure of the main Outlook feature areas such as the Calendar folder, Task Folder, and individual folders are replicated in the Archive Folder AutoArchive will process only when Outlook on your computer is running. AutoArchiving can not be set up or process in Outlook Web Access Set archiving parameters so that mail archives before it ages to 120 days.

13 Retention Policy What Is Archived and When Item typeArchive DateDeleted? messageThe sent or received date, whichever is later; or the last modification date and time.Yes Flagged Although flagged s are appear in the Tasks and To Do panes, they are still considered and will be deleted after they reach 120 days. AutoArchiving may not archive the flagged until the flag is removed to indicate that the To Do is completed, but flagged will be deleted after 120 days. You can convert flagged s to Tasks by dragging them into the Task Folder and converting it into a task. Yes TasksThe completion date or the last modification date and time. Tasks that are not marked complete are not AutoArchived. Tasks assigned to others are archived only if they are marked complete. No CalendarThe appointment date or the last modification date and time, whichever is later.No NoteThe last modification date and time.No Journal entryThe date the journal entry was created or the last modification date and time.No ContactsNot archived.No

14 Retention Policy Suggested AutoArchive Parameters These settings will: AutoArchive every 7 days Stop Would you like to archive now? Archive items that are older than 84 days (12 weeks.)

15 Retention Policy Excluding Calendar from AutoArchive Right-click your Personal Calendar and click Properties on the shortcut menu. Click the AutoArchive tab and click Do not archive items in this folder.

16 Retention Policy Create Personal Folders Like the Archive Folder, the Personal Folder is on your computer. But, you must move files manually. You create the folder structure You must remember to move the mail before it ages to 120 days

17 Retention Policy Save and Attachments in an Accessible Format To identify Lasting Value Sort by Attachment, Subject, or Sender –Attachments can be saved in original format except if the attachment is a message Print the individual to the PDFCreator printer –Attachments are not included in the PDF file Using Outlook client 2007, you can select more than one in the view pane and print them into one document Using Outlook Web Access and Outlook 2003, you must open the one by one and print

18 Retention Policy Using PDFCreator Navigate to the Print window so you can select the printer. Select PDFCreator as the printer and click OK. In the PDFCreator window rename your document and click SAVE. Navigate to the location where you want the document saved. Click Save.

19 Retention Policy Outlook Web Access All mail and subfolders that you see on the web are on the server and therefore subject to being deleted after 120 days To get advanced sorting capabilities you must use Internet Explorer You can not set up AutoArchive in Web Access You can have an Outlook profile set up on a University computer and then set up AutoArchive or Personal Folders You must save Outlook Web mail to PDF by first opening the and then printing it to PDF Creator If you need a copy of PDFCreator please enter a Service Desk Ticket.

20 Retention Policy Link to the Retention Page Link to Training Resources for Outlook and Calendar guides training training /servicedesk

21 Retention Policy


23 Retention Policy Upcoming Overviews and Workshops

24 Retention Policy servicedesk Contact the Service Desk if you have questions.

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