Email Archiving System
Information provided by Tammy Cottrell
What is an email Archiving System?
An Email Archiving System archives or stores emails on a secure server separate from the email and H Drive servers and provides the end user with a searchable database of old emails.
What is Archiving?
In the case of the Email Archiving System, archiving means the compression of stored data saved on a dedicated server.
No emails, data, or attachments will be deleted from your inbox automatically. Instead, emails that are more than 120 days old will be compressed and remain accessible--forever! There is no limit on how long emails, data and attachments can be retained. The compressed emails, data and attachments will be easily accessible from the Outlook Inbox.
Why archive Emails?
Archiving emails frees up memory and storage on the email system allowing for faster, unobstructed email service, and it allows users to have dramatically larger storage capabilities for old emails. Currently users have 2GB on the H Drive for their computer files, including the personal folders set up in Outlook. Currently emails are deleted from the system after 120 days and are non-recoverable. Archiving provides end users with a searchable database of their old emails. With the new system, emails can be retained indefinitely.
Archiving Retention Guidelines
Emails will be archived when they are 90 days old, and once archived, emails can be kept indefinitely. Archived emails can be accessed easily through the Outlook Inbox either on District Computers or through Remote. Deleted emails will be retained for 5 days.
Archiving in Outlook
Outlook will continue to look and function the same as it currently does with only a change in icons. Non-archived emails will appear as they always have in the inbox with the opened or sealed “envelope” icon (see blue arrow below) indicating read and unread emails. Archived emails will appear with “file box” icon (see red arrow below).
Moving Personal Folders to the Inbox
To utilize the archiving system, all personal folders must be moved to the Inbox. Archiving does not affect the H drive and emails stored there will not be archived. To move a personal folder, simple click on the folder. Then drag the folder to the Inbox and release the mouse button (see blue arrow). Repeat for all personal folders in Outlook.
Why move personal folders to the Inbox for Archiving?
By moving personal folders to the Inbox for archiving, you will free up storage space on your H Drive. Currently, users have a 2GB limit on the H Drive or personal directory. Archiving Emails allows users to access those archived or compressed documents from any computer and from Remote. Files stored on the H Drive can only be accessed from the desk top. Archiving emails provides a searchable database of old emails and attachments.
How are archived emails different from non-archived emails?
Archived Emails will appear with the “file box” icon. These emails will only show the first 200 characters of the email.
The full email (and attachments) can be viewed simply by clicking on the email as you would to open a regular Email (see green arrow below), or by clicking on the link in the preview window (see red arrow below).
Please contact your Help Desk with any questions or issues by dialing 555 from any district phone.
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