Managing Policies

•	Example: configure a retention policy that deletes emails with specific keywords or phrases in the body or subject, sent, or received from particular email addresses or domains, after 90 days.

GFI MailArchiver checks email content against any retention policies configured at the time of archiving.

GFI MailArchiver first checks email against the highest priority retention policy. If the email matches the configured conditions, retention policy is associated with the email. If the email does not match the highest priority retention policy, GFI MailArchiver will check against the next retention policy configured, according to priority.

This process is repeated until email either matches a configured retention policy or there are no more retention policies. In this case, GFI MailArchiver will forever store the email in the archive store since no retention policies are associated with it.

1. Retention policies created or modified after GFI MailArchiver has already stored an email in an archive store will not affect that email. This is because GFI MailArchiver checks emails against retention policies only at the time of archiving.

2. An email can match only one retention policy. Thus, the priorities you assign to the retention policies are very important.

3. Any email that matches a retention policy where the configured action is ‘delete email immediately’ is discarded immediately without ever being stored in an archive store.

3. Any email that matches a retention policy where the configured action is set to delete after a number of days, is stored in an archive store. On the preconfigured time elapsing, GFI MailArchiver will then purge the email from the archive store.

1. Select Configuration ► Retention Policies node.

2. Click Add Retention Policy.

3. Key in a descriptive name for the retention policy in the Retention Policy Name box. Also, ensure that the Retention policy in effect option is selected. Click Next to continue.

4. Configure a list of email subject keywords to which new retention policy would apply for any email which:

Key in a keyword or phrase in the box to the left of the Add button, and click Add to add a keyword or phrase. Repeat to add more keywords. Select the Match whole words check box to match whole word only.

Conditions that must be satisfied by the email for the retention policy to apply are displayed in the Apply retention policy if box.

Click Next to continue.

5. Configure a list of email body keywords to which new retention policy would apply, for any email which:

Conditions that must be satisfied by the email for the retention policy to apply are displayed in the Apply retention policy if box.

Click Next to continue.

6. Configure a list of active directory users or senders to which new retention policy would apply for any email which:

Add email senders as follows:

•	Active Directory users - Select User from the list in-line with Add button and click Add

•	Senders – Key in sender email address (local email or external email address) in the textbox in-line with Add button and click Add.

NOTE: ‘@’ sign must always be present in sender email address specified. Wildcard characters are also supported as follows:

For example: ???n@?aster-domain.com will match both john@master-domain.com and joan@faster-domain.com.

For example: *@master-domain.com

Conditions that must be satisfied by the email for the retention policy to apply are displayed in the Apply retention policy if box.

Click Next to continue.

7. Configure a list of active directory users or recipients to whom new retention policy would apply for any email which:

Add email recipients as follows:

•	Active Directory users - Select User from the list in-line with Add button and click Add

•	Recipients – Key in recipient email address in the textbox in-line with Add button and click Add.

NOTE: ‘@’ sign must always be present in recipient email address specified. Wildcard characters are also supported as follows:

For example: ???n@?aster-domain.com will match both john@master-domain.com and joan@faster-domain.com.

For example: *@master-domain.com

Conditions that must be satisfied by the email for the retention policy to apply are displayed in the Apply retention policy if box.

Click Next to continue.

8. Specify the action GFI MailArchiver shall take on emails that match this retention policy. Available options are:

•	Deleted immediately – Deletes email on receipt. Emails matching this policy are not archived by GFI MailArchiver.

•	Deleted from the archive store after - Delete emails after a specific number of days. Configure the number of days by selecting this option and typing the number of days in the Days field below.

NOTE: The “Delete from archive store after:” option does not delete emails at the same time of when the expiry was configured but at 23:00.

•	Example: If a policy is set on November 1st 2009 at 09:00 to delete emails from archive store after 30 days, emails are not deleted on December 1st 2009 at 09:00 but on December 1st 2008 at 23:00.

Click Next to continue.

9. Review settings and conditions configured and click Finish.

10. GFI MailArchiver lists new retention policy in the table. Click Save Settings.

1. Select Configuration ► Retention Policies node.

2. Click

button to the right of the retention policy to modify. Use the instructions listed in Creating a retention policy section starting from page 1 in this manual.

3. Click

button to the right of the corresponding entry (keywords, AD users, or email addresses) to remove from any of the lists.

4. On completion, click Finish and select Save Settings.

NOTE: When modifying the conditions of a retention policy, emails present in an archive store are not affected. This does not apply however to the delete actions.

•	Example: A policy changes from delete in 60 days to delete in 90 days, the emails in the archive store that have that retention policy applied to them, will be deleted after being stored for 90 days in the archive store, instead of 60 days.

1. Select Configuration ► Retention Policies node.

2. Click the

button to the right of the retention policy to remove.

3. Click Save Settings.

NOTE: If you remove a retention policy, GFI MailArchiver will never delete the emails stored in the archive stores that had that retention policy applied to them. GFI MailArchiver checks that the retention policy associated with an email still exists before it deletes the email from the archive store.

Within GFI MailArchiver, emails can match only one retention policy. The priorities assigned to the retention policies are therefore very important for the correct operation of GFI MailArchiver.

1. Select Configuration ► Retention Policies node.

2. Rise or lower the retention policy priority by clicking

buttons to the left of the retention policy. Repeat until all the retention policies are in the required priority.

3. Click Save Settings.

A retention policy that matches all emails comes in handy in a situation where, for example, you are required to keep all financial emails for 5 years, all administrative emails for 2 years, and all sales emails for 1 year, but delete all other emails to keep the archive store size under control.

Configuring a ‘match all emails’ retention policy and assigning it a wrong priority, could cause GFI MailArchiver deleting all emails from the archive stores configured. Ensure to use this feature with extreme care.

1. Select Configuration ► Retention Policies node.

2. Create the required retention policies following the instructions listed in Creating a retention policy section starting on page 1 in this manual.

•	For Example: Financial Emails – 5 year; Administrative Emails – 2 year; Sales Emails – 1 year

3. Create another retention policy that matches all emails by specifying:

4. The Retention Policy Wizard will display a warning in red on the last page.

5. Modify the priorities of the retention policies as required, but always give the match all emails retention policy the lowest priority (i.e. set it as the last one in the list). Refer to the Modifying the retention policy priority section starting on page 1 in this manual.

6. Click Save Settings.

1. Select Configuration ► Retention Policies node, in the left navigation pane.

2. Click

button to the right of the retention policy to modify.

3. Select or clear the Retention policy in effect check box, to enable/disable the retention policy respectively.

4. Click Finish to close the wizard.

5. Click Save Settings.

The Legal Hold feature within GFI MailArchiver enables you to suspend all retention policies in effect. Use this function to have GFI MailArchiver not delete any email for the duration of, for example, legal proceedings. To use this feature:

1. Select Configuration ► Retention Policies node.

2. Click Hold Retention Policy / Resume Retention Policy to hold/resume retention policies.

NOTE: On resuming retention policies, any emails not deleted during the duration of the hold are deleted.

By default, emails marked as spam are archived with all other emails and GFI MailArchiver does not discriminate between valid emails and emails marked as SPAM by GFI MailEssentials. Within GFI MailArchiver, you can set up Spam retention policies that enable you to delete Spam immediately on archival or after a specific number of days.

Creating a spam retention policy also enables users to browse emails marked as spam and to mark them as Not Spam. This causes the Spam Retention policy not to delete such emails.

To create a spam retention policy:

1. Select Configuration ► Retention Policies node.

2. Click Add SPAM Retention Policy.

3. In the Retention Policy Wizard dialog, click Next to continue.

4. Select the Retention Policy Action:

•	Delete immediately – Emails marked as SPAM are deleted immediately on archival

NOTE: Exercise caution with this option since false positives (emails incorrectly marked as spam) are also deleted.

•	Delete from archive store after: - Deletes emails marked as SPAM after a specific number of days.

Click Next to continue.

5. Review the information in the last screen of the Retention Policy Wizard and click Finish to finalize setup.

Categorization policies enable you to categorize emails at the organization level, by labeling emails based on content before they are stored in the archive stores.

•	Example: Configure a categorization policy that labels emails with the label ‘Sales’ if they contain the keyword ‘advert’ in the body or subject, and are sent or received by the following address, ‘sales@master-domain.com’.

Categorization policies are useful when you want to limit your search to emails with a specific label. The fact that GFI MailArchiver labels the email at the organization level before archiving, guarantees that all emails that fit the conditions specified in the categorization policy have the correct label. Although GFI MailArchiver supports user level labeling of emails, relying on end users to label emails correctly is not reliable since a user might forget to label an email. In addition, if a categorization policy labels an email, all the users who have access to that particular email will be able to see the label and they can search for all the emails categorized with that label.

GFI MailArchiver checks the content of an email against any categorization policies configured at the time of archiving. If one or more categorization policies match the email content, GFI MailArchiver labels the email with the labels configured in the matching categorization policies.

1. Categorization policies created or modified after GFI MailArchiver has already stored an email in an archive store will not affect that email. This is because GFI MailArchiver checks emails against categorization policies only at the time of archiving.

1. Select Configuration ► Categorization Policies node.

2. Click Add Categorization Policy.

3. In the Categorization Policy Name field, key in a descriptive name for the categorization policy. Ensure that the Categorization policy in effect check box is selected and click Next to continue.

4. Configure a list of subject keywords to which new categorization policy would apply for any email which:

Add subject keywords by keying in the keywords in the field to the left of the Add button and click Add. Repeat for all keywords to include. Select the Match whole words check box to match whole word only.

Conditions that must be satisfied by the email for the retention policy to apply are displayed in the Apply categorization policy if box.

Click Next to continue.

5. Configure a list of email body keywords to which new categorization policy would apply for any email which:

Add body keywords by keying in the keywords in the field to the left of the Add button and click Add. Repeat for all keywords to include. Select the Match whole words check box to match whole word only.

Conditions that must be satisfied by the email for the retention policy to apply are displayed in the Apply categorization policy if box.

Click Next to continue.

6. Configure a list of active directory users or senders to which new categorization policy would apply for any email which:

Add email senders as follows:

•	Active Directory users - Select User from the list in-line with Add button and click Add

•	Senders – Key in sender email address (local email or external email address) in the textbox in-line with Add button and click Add.

NOTE: ‘@’ sign must always be present in sender email address specified. Wildcard characters are also supported as follows:

For example: ???n@?aster-domain.com will match both john@master-domain.com and joan@faster-domain.com.

For example: *@master-domain.com

Conditions that must be satisfied by the email for the retention policy to apply are displayed in the Apply categorization policy if box.

Click Next to continue.

6. Configure a list of active directory users or recipients to whom new categorization policy would apply for any email which:

Add email recipients as follows:

•	Active Directory users - Select User from the list in-line with Add button and click Add

•	Senders – Key in recipient email address (in the textbox in-line with Add button and click Add.

NOTE: ‘@’ sign must always be present in sender email address specified. Wildcard characters are also supported as follows:

For example: ???n@?aster-domain.com will match both john@master-domain.com and joan@faster-domain.com.

For example: *@master-domain.com

Conditions that must be satisfied by the email for the retention policy to apply are displayed in the Apply categorization policy if box.

Click Next to continue.

7. Specify the label you want GFI MailArchiver to assign to the emails that match this categorization policy. Select an existing categorization label from the list or else specify a new label. Click Next to continue.

8. Review the settings and conditions configured and click Finish.

9. GFI MailArchiver will list the new categorization policy in the table. Click Finish to finalize setup.

If you re-configure the conditions of a categorization policy, emails present in an archive store are not affected.

1. Select Configuration ► Categorization Policies node.

2. Click

button to the right of the categorization policy to modify. Follow the instructions listed in Creating a categorization policy section starting on page 1 in this manual.

3. Click

button to the right of the corresponding entry (keywords, AD users or email addresses) to remove from any of the lists.

4. On completion, click Finish and select Save Settings.

1. Select Configuration ► Categorization Policies node.

2. Click

button to the right of the categorization policy to remove.

3. Click Save Settings.

NOTE: If you remove a categorization policy, GFI MailArchiver will not modify the emails already stored in the archive stores.

If an email was labeled ‘Sales’ through a categorization policy, GFI MailArchiver will not remove the ‘Sales’ label if you delete the corresponding categorization policy.

1. Select Configuration ► Categorization Policies node.

2. From the table, click

button to the right of the categorization policy to modify.

3. Check/Uncheck the Categorization policy in effect check box, to enable/disable the categorization policy respectively.