Archiving Information
The University Staff email system (Exchange/Outlook) has a 750MB mailbox quota to ensure that the system can be managed and maintained to provide the performance and reliability that the University needs.
To help you manage your mailbox, there is a central email archive system which will store older emails in a separate system. Emails held in the archive do not count towards your quota.
Your emails will only be archived if your mailbox is larger than 600MB (80% full). This ensures that email is easier to access for the majority of customers, as there will be no requirement to access the Archive system.
Archiving is an ongoing process that moves all email messages over a designated “age” from your mailbox on the staff email system into the central email archive system. The age of the message is measured from the date when the message was originally delivered to you or from when it was sent in the case of ‘Sent Items’.
Initially mail older than 12-months is archived, but if that is not sufficient to keep you within quota the age limit will be reduced to 6-months, 3-months, 2-months and finally 1-month.
Messages in the 'Deleted Items' folder are not archived.
Once your data has been archived, any archived emails will have a different icon within your Outlook Inbox and Folders.
Archived emails can be accessed in the same way as normal emails, except that you may be prompted to enter your password. See http://www2.warwick.ac.uk/services/its/servicessupport/collab/email/staffemail/archiving/archiving_old_emails/ for further details.
Emails within the archive can be forwarded, printed or replied to as normal.
Deleting Emails from Archive
You CANNOT normally delete emails from the central archive. If you do click delete, it will delete the email from your view, but it will not delete it from the central archive.
As part of normal email housekeeping you may therefore want to review and remove any emails you do not wish to form part of the permanent archive.
If you regularly send and receive emails which CANNOT be kept for data protection and/or other legal and contractual reasons you can choose to opt out of central archiving. However, you will then be responsible for managing your own mailbox quota. If you exceed the 500MB quota you will not be able to send emails until you have reduced the size of your mailbox.
To opt out of central archiving, please log a call with the ITS Helpdesk by calling 73737 or emailing helpdesk at warwick dot ac dot uk
