UNIVERSITY EMAIL CHANGES
Where we’re going and how we get there
Basic Roadmap
1. Organize your GroupWise Archive(s) – Now until your migration day
2. IT Staff will run a tool to move your GroupWise Archive(s) to a staging area – On your specified migration day (either May 2-5 or May 16-19)
3. Your GroupWise Archives will be migrated to M+ - Overnight of your migration day
4. GroupWise’s Archive feature is turned off for your account, as well as your Inbox quota – The day after your migration
5. In M+, you will have 10 days to do any last-minute cleanup
6. M+ starts deleting emails according to their retention rules – 10 days from migration date
7. Current GroupWise Inbox is migrated to Exchange – Fall 2011
Microsoft Exchange
Microsoft’s Email Server implementation
Outlook will be the program that you will use on your desktop
Better integration with Microsoft Office
Scheduled to move in Fall 2011
Exchange users will have a 1 GB quote (5x our current standard)
More details to come as that migration begins
So What’s the Problem?
GroupWise and Exchange do not talk to each other
Our inboxes in GroupWise will have to be migrated to Exchange (University IT)
Our GroupWise archives will have to be migrated (us)
So What’s the Answer?
The university has chosen to use a 3rd party email storage solution called M+ Analytics that is neutral to GroupWise and Exchange
While GroupWise and Exchange don’t talk to each other, they both talk to M+
M+ will be accessible via a web interface
M+ has an automatic retention system in place with a 15-year maximum, meaning that the longest amount of time that you can keep an email in M+ is for 15 years
So What Do I Do Now?
In order to get GroupWise archives into M+, we need to go through our GroupWise archive(s) and clean up our archive(s)
Delete where possible
Organize where necessary
From May 2nd through May 5th, College of Business users’ archives will be migrated to M+
Once the migration is complete, a user will no longer have access to GroupWise archives in GroupWise, and their Inbox quota will be turned off
Organizing GroupWise Archives
What Are GroupWise Archives
In GroupWise, when you archive email, a folder is created where it is specified in GroupWise, and email is stored in that folder
How do I know where that GroupWise archives folder is…
Viewing a GroupWise Archive
2 Ways to View A GroupWise Archive
1. In GroupWise, select the Archive View by selecting Archive from the View dropdown list
2. In GroupWise, go to File and then select Open Archive from the menu
How Do I Organize Archives
The Archive folder in GroupWise
Created automatically in your live Inbox
Should contain 4 subfolders
5year
7year
10year
15year
These folders define how long an archived email should be kept in the M+ system
Based on the creation date of the email
If a mail item in your archive is not in one of these folders, then the default retention period is 2 years
Since M+ is for migrating archived email, we basically need these folders in any archive that we want to move to M+…
Creating the Archive Folders in an
Archive
In your live GroupWise Inbox, drag a mail item into the 5year folder under the Archive folder
Open the 5year folder, and right-click on that mail item and choose to “Move to Archive”, or use the Actions menu and select “Move to Archive”
Go into the email archive (see slides 10-12)
You should now see the Archive and 5year subfolder in the Archive (*sometimes, you have to restart the GroupWise application to see the folders in your Archive)
Then, go back to your live Inbox, and repeat this process for the 7year, 10year, and 15year folders
You should then be able to open your Archive (see slides 10-12) and see the 5year, 7year, 10year, and 15year folders
Organizing Your Archives
Once you have the 5year, 7year, 10year, and
15year folders in your Archive, you can then start moving mail into the appropriate folders
Mail in your Archive that is not in one of those
extended retention folders mentioned above will still be moved to M+, but with a 2 year retention policy
The retention period for an email in M+ is based on the date on the email and the retention folder, NOT the date when your email is migrated
What If I Have Multiple Archives
Some users may have Archived email from their desktop here at U of L, and on a laptop they use over holidays, and on a desktop computer at home, and so on
We can move all of these archives to M+
It will basically be the same process for each Archive
We will need those archives here for the migration
Steps for Multiple Archives
For each machine that contains GroupWise archives,
Using the information from slides 7-9, locate where those archives are saved on that machine
When you find an archive folder (i.e. C:\GWArch), copy that folder to some form of removable media (CD, DVD, USB drive, etc.) to bring into the College of Business
Using your computer here at the College of Business, copy the archive folders from your removable media into the
folder where your archives are stored on your desktop here
Steps for Multiple Archives
For each Archive folder that you have copied to your desktop here
Change GroupWise to use that folder location (see slides 7-9)
Create the 5year, 7year, 10year, and 15year folders in that Archive (see slide 14)
Organize the mail in that archive (see slide 15)
How Long Does Email Stay in M+
Email will stay in the M+ system based on the
retention folder that you placed the email in and the date the email was received/sent
If email was not placed in a retention folder (5year, 7year, etc.), then it has a duration of 2 years
Since the max duration for an email is 15 years, if an email is older than 15 years, it would
automatically be deleted in M+ once M+ starts deleting emails. There is a workaround though.
First, a few examples…
Example 1
Q. I have an email that I received 5 years ago. I do not put in one of the retention folders. How long will this email be retained?
A. When M+ starts deleting emails, this email will be immediately deleted. Remember that the retention
policy for an email that is not in the 5year, 7year, etc.
retention folders has a retention policy of 2 years.
Since this email is 5 years old, the email will be immediately deleted.
Example 2
Q. I have an email that is 10 years old. I place it in the 15year folder. How long will this email be
retained?
A. This email will remain in M+ for 5 years. Since the email is already 10 years old, and you placed it in the 15year folder, that email has 5 years remaining of the 15 year retention policy on that folder.
Example 3
Q. I have an email that is 10 years old. I place it in the 7year folder. How long will this email be
retained?
A. When M+ starts deleting emails, this email will be immediately deleted. Even though the email is 10
years old and you placed it in one of the extended retention folders, since the email is older than 7years (where you placed the email), it will be immediately deleted.
Wait, I Have An Email > 15-years-old
Using the previous examples, you may have noticed that for an email that is close to 15 years old or older, that email will not be retained in M+ for very long. There is a
workaround for this situation.
Once migrated to M+, you can forward emails back to your live account.
The forwarded email from M+ will have that day’s date, so you can then retain that email for 15 more years from that date, and repeat the process 15 years later, for as long as you like.
You will have 10 days from your migration date to forward any emails back to yourself before M+ begins deleting
emails.
I Am Done Organizing My Archive(s)
Using the form provided
(http://louisville.edu/email/archiving/Archive%20Validation.pdf/at_download/file), write down some of the details of a few of the emails that you are
retaining and which retention folder those emails are in.
You will receive an email from the College of Business staff with a date when we will migrate your email archives.
First Round: May 2-5
Second Round: May 16-19
On your migration day, we will run a tool that will find and copy your GroupWise Archive(s) to a staging area where they will be picked up for migration to M+
It is important to note that your Archives will be copied, and NOT
moved. During this whole process, your Archives will still remain on your hard drive/network drive. If something catastrophic happens, we should be able to recover
I Am Done Organizing My Archive(s)
When your email is migrated, 2 things will happen:
Your Archive feature in GroupWise will be turned off, so you will no longer be able to view your archives in GroupWise, or archive new email.
Since your archive feature is turned off, your Inbox quota will also be turned off.
After the migration is complete, use the form you filled out before to verify that your emails made it to the correct place in M+
You then have 10 days to view your archives in M+. If you placed an email in the wrong folder, or realize that you need an email for a longer period of time, you can forward that email to yourself from M+. The forwarded email will then have a new date on it of that date that you forwarded the email.
Changes After the Migration
From this point on, we will continue to use M+ for archiving emails, including the 5year, 7year, etc. retention folders.
These folders will continue to exist in your GroupWise and then Exchange mailboxes. Email archiving will be
automatically handled using the extended retention folders once we move to Exchange.
From this point on, you will have 120 days to decide if an item in your Inbox should be retained for longer than the standard 2-year period. If you have not moved a mail item to one of the extended retention folders before the 120 days have passed, then that email will assume a 2-year retention policy. You can still move that email to the 5year folder for example, but it will only be retained for 2 years.
Ongoing Mail Management
Q. How should I begin to manage my email in preparation for migration to Exchange?
A. Information Technology encourages the continued use of the extended retention archive folders in your
GroupWise mailbox to store email or other items
requiring a retention period of longer than two years.
For your own organizational purposes, you may want to build a folder structure within each of the extended
retention archive folders. For example, you may add subfolders within the 7year folder for "Contracts" and
"Research.”
Ongoing Mail Management
Q. If I wait longer than 120 days to move an item from my GroupWise mailbox to an extended
retention folder, will it be retained?
A. No. If you want to retain an item for longer than
the standard two-year period, you will need to set the retention period by moving the item to an extended retention folder during its first 120 days in your
mailbox. After the first 120 days, you will still be able to move the item to a folder, but it will be held to the standard retention period of two years.
Additional Resources
Main University Website on Email Archiving:
http://louisville.edu/email/archiving
College of Business IT Site on Email Archiving
http://business.louisville.edu/cob-it-blog/emailarchives
