Email archiving - General

How does the archiving work?

The archiving software is configured for automatic archiving dependent on your mailbox size.

By default all employees have a quota of 120MB of storage space for their mailbox. Once the storage hits 90MB the archiving software begins archiving items (the oldest items first).
This process continues on an ongoing basis keeping the storage space at or below 90MB.

The email archive is a company archive, not a way to cleanup your mailbox!
    => No archive for students, trainees, guest faculty and employees working less then 6 months at Vlerick
    => Mail in the archive can be fully searched and tracked.
    => It is necessary to maintain your archive:
            do keep legal messages
            do not keep personal messages
            do not keep info in mail which can be found elsewhere (mail to all, newsletters, …)
            if a project is finished, archive the info in mail to a more permanent location (share, web)
            do not keep manuals, documentation, procedures, … in mail

When does email get archived?

Each night, the software archives items from your mailbox.
See a list of what gets archived and what does not get archived below.

Once archived, the items are just as easy to access as they were when stored in your inbox.
See also the FAQ file 'How can I access my archived email?'.

What does and does not get archived?

The software should not be used as a way to clean out your mailbox. All sensitive material and unwanted email should be deleted on a regular basis so as they do not get archived.

Here is a list of what does and does not get archived:

Archived Not Archived
Email messages Deleted and Quarantined items
Attachments within emails Junk E-Mail
Folders containing email messages Calendar, Contacts, Notes and Tasks


We not automatically archive any information held in personal folders (in PST files).
See 'Can my Personal/Archived files (PST) files be archived?' for more info about this.

If you have given others access rights to your email items/folders, they will also have access rights to the archived items/folders.

A shortcut of every archived email item is created automatically and sitting in your inbox.
Shortcuts to emails older then 6 months are automatically removed from your mailbox. However, the emails remain available all time.
See also the FAQ file 'How can I access my archived email?'.

How do I enable the archiving of my email?

Most of the time, the activation of the archiving is done automatically.
If you have mails in your archive, you will see additional icons.
(See also the FAQ file 'How can I access my archived email?')

If you don't see these icons and you receive warnings about a full mailbox, contact the helpdesk.

Can my Personal/Archived files (PST) files be archived?

If you now have Personal files (PST files), we can import these in your archive.
We will contact you when setting up archiving for your mailbox to see which personal files should be imported into your mailbox.

When the migration to your archive begins, you will receive an email message.

How does this affect me?

  • Items in your Personal Folders files will be automatically moved to your archive.
  • If any of your Personal Folders files is password protected, you may be prompted for the password.
  • Do not edit items that are in your Personal Folders files. It is possible that changes you make will be lost.
  • At the end of the import process the Personal Folders files will be deleted and all the items that were in them will be stored in your archive.

How do I know when the import is complete?

You will receive a mail message when each Outlook Personal Folders file has been imported.
Your mail messages will be available from the folder 'Migrated Personal Archives' in your mailbox.
 

In case of a problem do not hesitate to contact the helpdesk at +32 92 10 97 24.


Author: DVSM\wimpou | Modified by: DVSM\wimpou, Tuesday October 13, 2009 17:26:40 +0200