Set an Archiving Retention Policy

  • Last updated on: 2018-03-28
  • Authored by: William Loy

This article describes how to set a retention policy in your email archive. This feature can be useful for companies that enact polices that only allow the retention of email records for a certain duration of time.


  • Applies to: Administrator
  • Difficulty: Easy
  • Time needed: Approximately 10 minutes
  • Tools required: Cloud Office Control Panel access

For more information about prerequisite terminology, see Cloud Office support terminology.

Set an archive retention policy

  1. Log in to the Cloud Office Control Panel by using your Rackspace Cloud Office admin ID and password.
  2. Scroll down to the Domains section. In the far right column of this section, click Email Archiving.

  3. Select the domain for which you want to enable a retention policy, and then click Manage My Archive.

    The dashboard for the domain’s archive displays.

  4. In the top right corner, click Admin.

  5. In the top navigation bar, click Policies.

  6. Check the box to the right of Enable Retention Policy. Set the duration that you want items to be retained in the email archive.

    Warning: Any items older than the set retention duration will be immediately purged from the archive and be unrecoverable. Items that later exceed the retention duration will also be permanently deleted.

  7. Click OK to confirm that you want to implement the retention policy.

Archive retention polices should be created only for specific reasons. There is no need to keep your archive under a certain data limit should you choose to not have a retention policy.

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