How to create custom archival policy?

Learn how to create custom archival policy to ensure automatic archival of obsolete data while optimizing on storage

1. Locate "Configure add-ons" step in "Jobs" and enable "Archiver".

2. Select "Configure archival policy" to open the archival setup.

3. Choose "Create custom policy" to begin defining a new policy.

4. Enter the policy name and description for the archival policy.

5. There are two sections - "Query details" and "Policy settings".

a. Query details: Use the query details section to define filters that identify items to be archived.

(i) Category - There are four types of categories - email, files, messages, and others. Based on the category selection, the relevant app will automatically show up.

Following are the services applicable under respective categories:

1. Email - Gmail and Outlook

2. Files - Google Drive, Shared Drive, Google Classroom, OneDrive, SharePoint

3. Messages - MS Teams Chat

4. Others - Contacts, Calendar, MS Teams

Note: Category and apps will be populated based on the backup job scope.

(ii) Advanced filters

Define criteria specific to each app. For example, archive all emails sent to a "bruce@bestedu.info" by adding the appropriate filters.
Select the "+" icon to include additional filters, or select the "x" icon to remove unwanted filters.

(iii) Filter group: The filters can be grouped by "And" or "Or". Click on "Filter group" to perform such action.

How does filter group work?

And: If "And" is selected, it means that the results will be populated if they satisfy both Filter (1) and Filter (2)

Or: If "Or" is selected, it means that the results will be populated if they satisfy either Filter (1) or Filter (2)

(iv) Records limit: Set a limit on how many items are identified for archival. Two options are available:

Unlimited
Custom record limit

(v) Add or remove category - Select "Add category" to include more categories or different apps under the same category. You can also "Remove category".

b. Policy settings: Adjust policy settings to specify when and how the archival runs, as well as how long archived data is retained.

(i) Schedule policy: SDetermine how often to run the policy. Frequency options include every year, every month, every 3 months, every week, or every day.

(ii) Archival retention period: Decide how long to retain archived data. Options include:

Unlimited
Custom archival retention

(iii) Enable automatic archival of items flagged with compliance violations or ransomware alerts.

6. After specifying details, select "Save" the policy. To edit the policy, click on the name of the policy.

7. Enable the policy from the side tray and confirm by selecting "Confirm". Once you hit "Start backup", the policy will run according to the configured schedule and retention settings.

Note: If the policy is unchecked, it will be paused for the job, therefore the policy will not run according to the configured schedule and retention settings.