Agenda. Office 365 Retention Policies Outlook OWA. General Guidance Next Steps. Caroline J. Walters, CRM University Records Officer.

Transcription

1 Caroline J. Walters, CRM University Records Officer 1 Agenda Office 365 Retention Policies Outlook Message & Folder OWA Message & Folder General Guidance Next Steps 2 1

2 3 Office 365 Conversion Remaining Waves: Oct 18 in process School Of Medicine Oct 25 School of Arts & Sciences Nov 1 Advancement and UVA Others Nov 8 Other Health System groups Impact? 4 2

3 5 O365 Retention Policies UVA decided not to enforce retention on as a default. Individual users can assign Policies to messages and folders for retention Note: Still testing operations and what happens when retentions are assigned Note: Retention does not operate if your account is under a legal/investigation/foia hold. 6 3

4 Current Policies Available 1 Month 1 Week 1 Year 5 Year 6 Month Never 7 Policy Issues Currently retention is calculated based upon the date of the (and this includes attachments regardless of date). Items are deleted overnight, and remain in recovery mode for 14 days. If on a legal/foia/investigation hold, retention may appear to be working, but recovery is allowed up to 14 days after the hold is lifted. 8 4

5 Two ways to use policies Folder assigning a policy to a folder covers that folder and all subfolders Message assigned to an individual message

6 Two ways to add a policy Use the Assign Policy button on the Home Screen Right click on a message or folder, navigate to Policy under Properties. 11 Using the Assign Policy Button 12 6

7 Using the Assign Policy Button 13 Using the Assign Policy Button 14 7

8 Using the Assign Policy Button 15 Right Click Folder 16 8

9 Right Click Folder 17 Right Click Message 18 9

10 How you tell if a policy is applied? 19 When will the expire? 20 10

11 How many days countdown!

12 Applying Policy to Folder 23 Applying Policy to Message 24 12

13 Expiration in OWA countdown 25 Policy LABEL in message 26 13

14 27 Things to remember: Destruction is automated based upon the date the message was sent/received. Once a message is removed you have 14 days to recover. You will not receive notification that messages are being removed from your account. Legal Hold overrides all retention policies

15 General Guidance Most employees have a minimum retention of 2 years on (general correspondence) Does not include mailing lists, office operations records, meeting invites or acceptance/rejection). about state & local financial transactions have a minimum of 3 closed fiscal years. Contract/Grant (managed by OSP) has a minimum of 5 years from the end of the grant. 29 General Guidance Check the retention of records you have in Search the online database of retentions:

16 Change the way you think about management! (optional) Set a short retention policy on Inbox (1 week, 1 month, 1 year?) Move s that need to be retained longer into folders with longer or permanent retention. Don t spend time deleting from inbox, let the messages roll off when the policy time expires

17 Records Management Office RMO will work with Office 365 implementation team to revise standard retention and add retentions to the Assign Policy area to meet University retention requirements. RMO will publish guidance document on what records series (types of records) match policies. Develop training in person and online for use of retention policies. Be available to assist with question via phone or 33 The Office 365 User Be careful when using the retention policies. Be consistent with your use of retention policies. Attend training (starting in 2018) offered by Records Management for assistance in setting your policies Call or Records Management if you have questions about using policies

18 Questions? Caroline J. Walters, CRM University Records Officer