This outlines the policies and procedures for using the University’s C2C ArchiveOne email archiving system.
Seton Hall University provides all employees with an email account on the University’s Microsoft Exchange system. Mailboxes on that system are limited to 500 megabytes of disk space. Each user is responsible for keeping their mailbox below this quota. If an employee’s mailbox exceeds this quota, he or she will not be able to send emails until the mailbox is brought under quota by deleting some emails in his or her mailbox.
The University recognizes that some employees have a need to retain email for various purposes for some considerable time. These purposes may include (but are not limited to) ongoing research projects or publications, contract negotiations, and legal documents. For this reason, the University provides two tools that make it easy for employee’s to archive their email.
Microsoft Outlook Local Archiving: A Microsoft Outlook user can set his or her Outlook client to periodically archive email older than a certain date. The archived email is stored on the user’s computer. The user has full control over the archive through the Outlook client. However, access to the archive is limited to the computer on which the archive resides. The user is responsible for making periodic backups of the local archive to use in the event the computer fails or is lost or stolen.
C2C ArchiveOne Archiving: A Microsoft user can request PC Support Services to set up C2C’s ArchiveOne archiving on his or her mailbox. The archive can be accessed via the Web from any computer. However, storage is limited, so for most users, IT will retain archived emails for three (3) years. In addition, the archive is not portable, so a user will lose access to the archive in the event they leave the University.
- ArchiveOne is provided as a tool to assist users in maintaining their email mailbox quota. It is the user’s responsibility to retain appropriate documents, including relevant emails, according to the University’s Document Retention policy.
- Users who wish to use the C2C ArchiveOne email arching system should make a request through the Technology Service Desk. Before setting up ArchiveOne, the user should review the pros and cons of each archiving tool and acknowledge the limitations of the ArchiveOne system before it is installed. This can be done in a consultation with the Teaching, Learning and Technology Center or through the center’s “Taming the ‘In Box’ Monster” training course.
- User’s archived email will be purged after three (3) years, according to the process outlined below.
- Once a user opts in to ArchiveOne, their mailbox is scanned each night to determine if it is approaching the quota. Before the user hits their quota, ArchiveOne will archive older email, leaving a “stub” of the email in the users’ In Box. This stub allows the user to access their archived email.
- Users who receive a large volume of email will need to periodically remove the stubs from their In Box, as these do take up some space.
- IT Services Systems Support will annually clean out old files older than three (3) from the ArchiveOne server. This will typically be scheduled each January, but the times of the purge may vary. IT Services Systems Support will notify users at least thirty (30) days in advance of the urge to give users time to save any files they wish to retain.
- Users who have a business reason to retain files in their ArchiveOne archive longer than three years can request to have their files skipped during the annual purge. The request should be made through a ServiceNow service request (ticket), stating the business or academic purpose of the request. Typical business purposes might include: grants that require users to retain research correspondence, contracts and contract negotiations, legal holds, or other purposes outlined in the University’s policy on Document Retention.
Approved by the Department of Information Technology.
August 15, 2013