In the first two parts of this series,Ìýwe discussed the basics of email retention ²¹²Ô»åÌý²õ´Ç³¾±ð best practices toÌýfollow whenÌýimplementing an email retention policy.ÌýApplyingÌýour research and best practices, ×îв©²ÊÍøÕ¾ Mail now providesÌýour admins their very ownÌýeDiscovery portal.ÌýOur users can defineÌýretention policies, search and retrieve content,ÌýandÌýhold investigations—allÌýfrom the ×îв©²ÊÍøÕ¾ Mail platform.
WhyÌýchoose ×îв©²ÊÍøÕ¾ Mail for email retentionÌý
With its unparalleled security and privacy, our modelÌýensuresÌýyour retainedÌýemailsÌýstay just as secure as your individual mailboxes. Features are designed for aÌýquick, intuitive user experience, with rule-based filteringÌýreturning onlyÌýrelevant results.ÌýHaving a robust eDiscovery tool built into your platform relievesÌýthe burden of having toÌýadd orÌýadopt a third-party tool,Ìýas well as any doubts about the proper storage ofÌýyourÌýcontent.ÌýTake a look at how you can get your retention policies up and running.
Getting started with your default retention policy
Mail adminsÌýcanÌý. Once you have enabledÌýeDiscoveryÌýfor your organization,Ìýyour first step is to create a default retention policy, which will apply to all emails in your organization and can beÌýset for either an indefinite period or aÌýgiven number of days.
Devising custom retention policies
Sometimes, you may need to retain certain emails for a different period than your set default policy. With ×îв©²ÊÍøÕ¾ Mail, you can create custom policies and set conditions to specify which emails the policy will apply to. The condition query can be one or many email parameters like the subject, sender, recipient, content, attachments, and more. This is useful when you want to retain emails about a specific project or a specific contract for a custom period of time.
Defining retention rules
You may feel that retaining all emailsÌýmay cost too muchÌýin storage for your business. In that case, our retention rules give you the flexibility to choose if you want to retain email across all folders or further scrutinize and retain onlyÌýemailsÌýsent,Ìýreceived, or sent to and received from specific domains. You can also choose to include or exclude deleted and spam emails. The same level of flexibility extends to user accounts, too—simply select the email accountsÌýand applyÌýthe retention policyÌýyou need.
Managing legal holds and investigations
One of the biggest benefits of email retention isÌýit helps your organization be prepared in case of any legalÌýissues. Whether you've had aÌýcomplaint lodged against you orÌýyou need to investigate and collect proofÌýof any potential information theft, ×îв©²ÊÍøÕ¾ Mail has features in the e-Discovery portalÌýto help you manage and control the full investigation cycle. Once you create an Investigation inside your eDiscovery portal, here's a couple ofÌýprocesses that will come in handy.Ìý
Search:
It's as straightforward as the name suggests. When you suspectÌýcertain activity or you're requiredÌýto turn inÌýspecificÌýemail data, you can prepare a search to start your discovery across selected or all email accounts. Our powerful Search uses advanced technologyÌýin which the entire email is indexed, including header, body, and attachments. This enables the admin to search through millions of emails and spot the one theyÌýneed. SpecifyÌýwhich query conditionsÌýhave to be satisfied and preview search results toÌýensure you areÌýusing the right search conditions to find what you need.
Holds:
After you run and save a search, you can convert this into aÌýhold on that set of emails, which overrides all other policies and continues to retain emails until the hold is removed. Alternatively, you can create a hold directly, instead of convertingÌýone fromÌýa Search.ÌýAn investigation can have multiple holds, each retaining different sets ofÌýemails relevant to the same investigation.
Exports and Audit Logs:
To submit a record of the organization's email communication, admins can export saved search results or emails under a hold. To keep admins accountable, the Audit log tracks all activities inside the eDiscovery portal. This report can be previewed and downloaded.
If you're an admin, try out ×îв©²ÊÍøÕ¾ Mail's exhaustively designed eDiscovery portal. For more instructions and tips,Ìýtake a look at our Help page.
Have any questions or feedback? LeaveÌýus a comment below!
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