Keyword for this page: Archive
The e-mail archive should be accessed when you need to locate a message that is no longer in your mailbox. The archive folder in Outlook is titled "Mimosa Archive". You can perform a Quick Search, an Advanced Search, or Browse your mailbox as it existed at a specific time (yesterday, one week ago, two weeks ago, one month ago, etc.).
All mailboxes, with the exception of Drafts and Junk Mail folders, began archiving in April 2009 and content is archived for 5 years. This means, any content in your mailbox as of April 2009 has been archived. This also means, any content that is over 5 years old has been deleted.
This document is the official user guide from Mimosa Systems.
The archive system and records retention are two separate entities. Retention Schedules are provided by the Department of State, Division of Library and Information Services, Bureau of
Archives and Records Management. The 5 year retention policy set on the archive server happens to meet the majority of records retention requirements; however, you are responsible for saving messages and/or documents according to the retention schedules. The State Archives of Florida web site is http://dlis.dos.state.fl.us/barm/index.html. If you have any questions concerning records retention you may contact the Records Management Specialist at 863‐ 519‐8721.
As defined by Wikipedia, e-mail archiving is a stand-alone IT application that works with an e-mail server to help manage an organization’s e-mail messages. It captures and preserves all e-mail traffic flowing into and out of the e-mail server so it can be accessed quickly at a later date from a centrally managed location. e-mail Archiving for Dummies explains that “archiving saves space by moving messages from the e-mail server into an archive repository, thus improving performance while giving users access to their archived e-mail.”
One reason we need to archive e-mail is to be in compliance with the Federal Rules of Civil Procedure, Rules of The United States District Court for the Middle District of Florida, Florida Statutes and District policy. Complying also enables us to respond to Public Records Requests and eDiscovery orders efficiently. eDiscovery is a term used to describe the process of gathering electronically stored information in legal investigations.
Another reason we need an e-mail archiving system is that it will increase the performance of our Exchange e-mail servers. Because the bulk of e-mail will be housed on the Mimosa NearPoint archive server, rather than the e-mail servers, performance issues and storage limit issues will decrease. Furthermore, the District will be able to begin moving away from the use of Personal Folders.
There are many benefits to implementing an archiving solution.