There are always four policies running on the C2C ArchiveOne server. These policies archive emails from Brasil and the UK offices that are over nine months old. The policy will continue to run for a maximum of two years until the older is manually stopped. This usually happens when next year’s policy is kicked off.

The policy is set to archive emails that are later than the previous year (31st December) older than nine months and not newer than the end of the current year.

For Sealion archiving the New Year starts on 1^st October

As we come to the end of the current year (every September) we need to (a) disable the policy for the last year and (b) enable a policy for the coming year.

In addition we need to create two new policies for the year ahead to use when we start the same process in a year’s time.

Steps

1. Create a new year repository folder on the server’s data drive
2. Create a Mailbox Repository in the ArchiveOne system
3. Create the two new policies for the following year
4. Disable the previous year’s policies (now two years ago) in September
5. Enable the current year’s policies in September

Detailed Steps

1. Creating a new year repository folder
   1. On the Data Volume drive locate the folder C2C_REPOSITORIES_DO_NOT_DELETE and open
   2. Create New Folder (say) Year_2018
   3. Create New Folder (say) BR_Year_2018
   4. Inside each folder create the sub-folders Archive and Index
2. Creating a Mailbox Repository in ArchiveOne Admin
   1. From left menu select Mailbox Repositories
   2. Right click and select New Mailbox Repository. Click Next
   3. Enter a name ie Year_2018. Next, Next
   4. Browse to the folder you created in Step 1 eg Year_18/Index. Next
   5. Set the Temp Data Directory to the same folder Index. Next
   6. Set the Archive Base Directory to the Year_2018 folder Archive. Next
   7. Set the Control archiving rate to (default) 5000. Next, Next, Finish
3. Creating a new policy
   1. Select Policies from left hand menu
   2. Select the latest policy (ie Year_2017) and right click, Duplicate
   3. Right click on newly duplicated policy (Duplicate of Year_2017) and edit Policy name to Year_2018
   4. Uncheck the box Enabled for scheduling
   5. Click on Actions and Enable policy override to new year (Year_2018). OK
   6. Click on Search Criteria and then Message and add new criteria
      1. Delivered – after  –  and select date as the year before the current year (ie 31 Dec 2017). Add
      2. Delivered –  before  – and select date as the year after the current year (ie 01 Jan 2019)
      3. Select the original Delivered before and after criteria and Remove (ie Delivered after 31 Dec 2016 – Remove. And Delivered before 01 Jan 2018 – Remove) OK. OK. Done.
4. Repeat the same process for the Brasil New Year (ie BR_Year_2018)
5. Enabling the New Year Policies in September (ie Policies for Year_2018 and BR_Year_2018)
   1. First disable the two policies running on the previous years emails (Year_2016 and BR_Year_2016)
      1. Select the policy and right click Edit
      2. Uncheck Enabled for scheduling
      3. Make a note of the date in When to Search and then set to Never
   2. Select the new year policy (Year_2018) and Edit
      1. Check Enabled for scheduling
      2. Make sure the correct mailboxes are selected in Where to Search removing leavers and adding joiners
      3. And change When to Search to a Weekly occurrence at the date noted when disabling the policy in (a) above.