Message Discovery FAQ

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Questions about Message Security

Google Message Discovery includes both Message Security and Message Archiving features. See the Message Security FAQ for information about the security features included with Google Message Discovery.

Questions about Message Archiving

Which email messages can I archive?
Which mail servers are supported for archiving?
How long are messages kept in the archive?
How should I set my retention period?
Can I purchase additional archive retention?
If I purchase additional archive retention, does that apply to messages already in the archive?
Is there a way to keep messages in the archive after their retention periods expire?
Can I have different archive retention periods for different users?
Is there a limit on the number and overall size of messages that are retained in the archive?
If I choose not to renew my yearly subscription but still have messages in the archive, do I have access to those messages?
How secure are my archived messages?
Can I give users access to their own archived messages?
What resources are available to introduce my users to the service?

 

Which email messages can I archive?

You can archive the following types of messages:

  • Inbound: Messages sent from users outside your domain to users inside your domain
  • Outbound: Messages sent from users inside your domain to users outside your domain
  • Intradomain (internal): Messages sent to and from users within your domain

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Which mail servers are supported for archiving?

Important: You must have your own mail server to archive messages with Google Message Discovery. If an ISP or service provider hosts your email, we suggest you consider Google Apps for Business, which includes message archiving and filtering, and doesn't require that you own your mail server.

To archive all of your email messages (inbound, outbound, and intradomain), you need to use a mail server that supports journaling. With journaling, your mail server creates a copy of every message received or sent by a user in your domain. Journaling is supported with the following mail servers: Microsoft Exchange 2000, 2003, 2007, and 2010; and Lotus Domino 6.5 - 7.

For archiving only inbound and outbound messages, all common mail servers are supported, including Microsoft Exchange Server, Lotus Domino, Postfix, Sendmail, Macintosh OS X Server, and Novell Groupwise.

Notes:

  • To use the journaling option with Exchange Server Standard Edition, you must have at least two of these servers on your network. You must reserve one server exclusively for receiving journaled messages. This reserved server cannot contain any user mailboxes.
  • To use the journaling option with Domino, you must receive activation support, which is included only with purchases of $1500 USD or more.

Please review the Google Message Discovery system requirements for complete information.

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How long are messages kept in the archive?

Messages are retained in the archive for 1 to 10 years, depending the terms of your purchase.

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How should I set my retention period?

Depending on which option you purchased, Message Archiving offers retention periods of up to 10 years. You can, with the help of your Customer Service representative, set a separate retention period for each of your organizations.

When you set your initial retention period, we recommend that you start with the shortest period for which you anticipate having to archive messages. If you later need to change a retention period you can file a work request with Customer Service.

Keep in mind that changing a retention period applies only to new messages that are archived after that change. Messages archived according to the previous retention period are retained for the period in effect at the time those messages were archived. You can effectively extend the retention period for messages that were previously archived under a shorter retention period by turning off Auto-purge. This action leaves messages in the archive until you delete them manually.

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Can I purchase additional archive retention?

You cannot purchase additional archive retention years online at this time, so we encourage you to determine your needs before making a purchase.

Archive retention is now priced as follows:

  • Up to one year of retention: $25 per user per year
  • Up to ten years of retention: $45 per user per year

If you would like to purchase additional retention years, contact Sales.

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If I purchase additional archive retention, does that apply to messages already in the archive?

No. As messages enter the archive, their retention periods are set according to the retention policy in effect at that time.

For example, if on January 1, your retention policy is 1 year, all messages that enter the archive on January 1 and after are retained for 1 year.

If on July 1, you change your retention period to 2 years, then any messages entering the archive on July 1 and after are retained for 2 years. Messages that entered the archive from January 1 to June 30 are retained for 1 year.

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Is there a way to keep messages in the archive after their retention periods expire?

Yes. You can place a hold on messages. A hold can be until a specified date, or it can be indefinite.

You can also turn off auto-purge so that no messages are automatically deleted, and are only purged from the archive when you manually delete them.

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Can I have different archive retention periods for different users?

Administrators can specify different retention periods for different user organizations.

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Is there a limit on the number and overall size of messages that are retained in the archive?

No.

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If I choose not to renew my yearly subscription but still have messages in the archive, do I have access to those messages?

You have the following options:

  • You can export the messages you want to keep before you subscription expires.
  • You can renew your subscription for $25 per User per Year to access the archive.

Google will delete all of your archived messages once your account has been canceled.

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How secure are my archived messages?

Google Message Discovery, powered by Postini, provides RAID-protected, redundant and secure disk storage located in two geographically distinct locations. Google secures customer data through its state-of-the-art architecture, which indexes message data and then writes it to two separate locations for long-term storage. Google takes data security seriously and provides customer access for retrieval -- but not modification -- by role and by password. Additionally, any activities, including, access, search, and export are logged and can be pulled by customers for comprehensive audit reporting and monitoring. We regularly submit our products to SAS 70 Type II and WebTrust for evaluation of rigorous adherence to strict and stringent protocols. Our technical infrastructure and procedural safeguards mean that your data remains safe, secure and auditable with Google.

Can I give users access to their own archived messages?

Yes. You can grant privileges that give individual users access to their own Personal Archives.

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What resources are available to introduce my users to the service?

There are videos, an interactive FAQ, and other resources available to introduce your users to the Message Filtering service.

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