UNIVERSITY CHANGES. Where we re going and how we get there
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1 UNIVERSITY CHANGES Where we re going and how we get there
2 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 s according to their retention rules 10 days from migration date 7. Current GroupWise Inbox is migrated to Exchange Fall 2011
3 Microsoft Exchange Microsoft s 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
4 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)
5 So What s the Answer? The university has chosen to use a 3 rd party 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 in M+ is for 15 years
6 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 2 nd through May 5 th, 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
7 Organizing GroupWise Archives
8 What Are GroupWise Archives In GroupWise, when you archive , a folder is created where it is specified in GroupWise, and is stored in that folder How do I know where that GroupWise archives folder is
9
10
11 Viewing a GroupWise Archive 2 Ways to View A GroupWise Archive
12 1. In GroupWise, select the Archive View by selecting Archive from the View dropdown list
13 2. In GroupWise, go to File and then select Open Archive from the menu
14 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 should be kept in the M+ system Based on the creation date of the 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 , we basically need these folders in any archive that we want to move to M+
15 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 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
16 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 in M+ is based on the date on the and the retention folder, NOT the date when your is migrated
17 What If I Have Multiple Archives Some users may have Archived 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
18 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
19 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)
20 How Long Does Stay in M+ will stay in the M+ system based on the retention folder that you placed the in and the date the was received/sent If was not placed in a retention folder (5year, 7year, etc.), then it has a duration of 2 years Since the max duration for an is 15 years, if an is older than 15 years, it would automatically be deleted in M+ once M+ starts deleting s. There is a workaround though. First, a few examples
21 Example 1 Q. I have an that I received 5 years ago. I do not put in one of the retention folders. How long will this be retained? A. When M+ starts deleting s, this will be immediately deleted. Remember that the retention policy for an that is not in the 5year, 7year, etc. retention folders has a retention policy of 2 years. Since this is 5 years old, the will be immediately deleted.
22 Example 2 Q. I have an that is 10 years old. I place it in the 15year folder. How long will this be retained? A. This will remain in M+ for 5 years. Since the is already 10 years old, and you placed it in the 15year folder, that has 5 years remaining of the 15 year retention policy on that folder.
23 Example 3 Q. I have an that is 10 years old. I place it in the 7year folder. How long will this be retained? A. When M+ starts deleting s, this will be immediately deleted. Even though the is 10 years old and you placed it in one of the extended retention folders, since the is older than 7years (where you placed the ), it will be immediately deleted.
24 Wait, I Have An > 15-years-old Using the previous examples, you may have noticed that for an that is close to 15 years old or older, that will not be retained in M+ for very long. There is a workaround for this situation. Once migrated to M+, you can forward s back to your live account. The forwarded from M+ will have that day s date, so you can then retain that 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 s back to yourself before M+ begins deleting s.
25 I Am Done Organizing My Archive(s) Using the form provided ( write down some of the details of a few of the s that you are retaining and which retention folder those s are in. You will receive an from the College of Business staff with a date when we will migrate your archives. First Round: May 2-5 Second Round: May 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
26 I Am Done Organizing My Archive(s) When your 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 . 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 s made it to the correct place in M+ You then have 10 days to view your archives in M+. If you placed an in the wrong folder, or realize that you need an for a longer period of time, you can forward that to yourself from M+. The forwarded will then have a new date on it of that date that you forwarded the .
27 Changes After the Migration From this point on, we will continue to use M+ for archiving s, including the 5year, 7year, etc. retention folders. These folders will continue to exist in your GroupWise and then Exchange mailboxes. 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 will assume a 2-year retention policy. You can still move that to the 5year folder for example, but it will only be retained for 2 years.
28 Ongoing Mail Management Q. How should I begin to manage my 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 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.
29 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.
30 Additional Resources Main University Website on Archiving: College of Business IT Site on Archiving
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