Configure Scanning and Data Transfer for User Classification Retention Policies

A user classification retention policy allows a defined group of users to determine which messages should be retained under the policy. For example, you can have a group, such as an accountants group, that identify all tax-related messages that should be included in a Taxes retention policy. Administrators can create custom folders within the users’ Inbox into which such messages are placed. Email Archival collects the messages from the named folder and stores them for the amount of time defined in the policy.

Users assigned to these policies can refer to the User Guide for instructions on using this feature.

Before user classification retention policies can start archiving mail, you must first create a user classification retention policy in the AMS Admin Console, then set a task schedule for it in the VaultBox Console. See User Classification Retention Policies for instructions on creating the policy. Then follow the instructions in this section to set the task schedule.

Configure Manual Retention (User Classification) Task schedule settings:

1. Launch the VaultBox Console to configure User Classification retention schedule settings. Go to Start > Programs > Aurea > VaultBox Console.
2. If Start is shown in this section, continue on to the next step. If Stop is shown, click Stop to halt Manual Retention Task processing.
3. Click Edit Settings.

Manual Retention Settings

4. In the Manual Retention Settings window, click squares in the day/time grid to indicate when the Harvester can scan the mail server for eligible messages. A blue square indicates scanning can take place during the hour; a white square indicates scanning is prohibited during that hour. You can click individual squares to change their status, or click days or hours to turn processing on or off for that entire day (row) or hour (column).

5. When the message retention data has been collected, it is placed in a queue for archiving in the data center through the Transfer Service component. This data transfer continues until the queue is drained, regardless of the settings on this screen.
6. Set the delay between consecutive scans. This determines how long to wait after finishing a scan to start another one. The amount of time it takes to complete a scan of the mail server varies according to the amount of data to be analyzed and transferred. If the amount of scheduled time expires before a scan completes, the Harvester finds an appropriate stopping point and resumes scanning from that point during the next scheduled period. If scanning completes within the scheduled period, the Harvester waits for the amount of time configured in the Delay between consecutive scans field before starting another scanning cycle. Use the up/down arrows to set the amount of time to wait between consecutive scans during a scheduled scanning period.
7. Set the number of incremental scans between full scans. An incremental scan only checks messages created or modified since the last scan. Use the up/down arrows to set the number of incremental scans to be run until before performing a full scan.
8. Check Do a full scan on the next run if you want to run a full (rather than incremental) scan. This should be done if you have changed your retention policy, such as altering the period a retention policy covers.
9. Click OK to save the changed settings.
10. Click Start to restart Manual Retention Task processing with the new settings.