Create a Custom Retention Policy for a Team

The default message retention policy applies to all messages on your team. You can create a custom retention policy to define the retention period for specific team members, message types, date ranges, team rooms, and so forth. A custom retention policy overrides a default retention policy. For more information, see Modify the Default Retention Period.

Complete the following procedure to create a custom retention policy for your team.

  1. In the Custom Retention Policies section on the Retention page, in the Compliance module, in the Team Admin Console, click Add New. The Define a Custom Retention Policy dialog is displayed.
  2. On the Enter Name & Description tab:
    1. In the Policy Name field, you define the name of the custom retention policy.
    2. Optionally, in the Policy Description field, you can define the description of the custom retention policy.
    3. In the Retention Time Period field, select one of the following values
      1. Retain Forever - All Messenger messages are retained forever.
      2. Retain for this time period - All Messenger messages are retained for a time period that you define. Enter a time period in days in the Enter a Retention Time Period in Days field. You can enter a maximum value of 36,500.
  3. Click Next.
  4. On the Set Retention Criteria tab, you can define criteria for message retention in the following two areas:
    1. Teams - In the Include messages from team < Team Name > field, select one of:
      1. Standard settings - All messages types from all rooms are retained.
      2. Advanced settings - Select the message types to retain, and if desired, specify from which rooms on the team that messages will be retained.
    2. Additional Criteria - Select any additional criteria for message retention from the following criteria:
      1. Attachments - Select to retain messages relating to attachments such as files, images, videos, etc. to:
        1. Include messages WITH or WITHOUT attachments
        2. Include ONLY messages WITH attachments
        3. Include ONLY messages WITHOUT attachments
      2. Message Control Policies - Select to retain messages relating to message control policies to:
        1. Include messages WITH or WITHOUT policies
        2. Include ONLY messages WITH policies
        3. Include ONLY messages WITHOUT policies
      3. Date Range - Select to retain messages relating to the sent date of the message as:
        1. Any date - All dates are included.
        2. Choose a date range - Click to display the Sent Date range selector, and enter or select a starting and ending date for sent messages to retain.
      4. Keywords - To retain messages, select and then enter one or more keywords that must be contained in the message content. Only messages with any of the keywords specified are retained.
  5. Click Next. The Confirm & Apply tab is displayed.
  6. Select and accept the conditions to save the custom retention policy.
  7. Click Save Policy. The modified custom retention policy is applied to the messages and filtered based on your search criteria.

The following illustration is an example of the Additional Criteria tab used to filter the results for the custom retention policy to only retain messages with security policies assigned to the message.