How to delete emails from the Archive

Description

A requirement has come up to delete one or many emails from the archive.

A Privilege Delete option is now available within Arctera Insight eDiscovery to allow administrators to delete emails.  For more information please refer the the following document. 

Note: The above process does not remove emails on legal hold.  If this is required, and the legal hold cannot be removed, perform steps below to allow these items to be deleted. 

The following article discusses how to find items that are on legal hold.  

Deleting emails from the Arctera Insight eDiscovery that are on legal hold.

Process

Getting emails permanently deleted from the archive:

• Browse or Search for the mails concerned using Arctera Insight eDiscovery. 

• Tag the email(s) concerned.
  
  Note: Emails can also be associated with a Saved Search(Standard Search) if the numbers of emails to be deleted are too high and cannot be associated with a Tag. This method is to be used only if using the Tag method is not feasible. 

• Create a case with the support team including the following information -

Company Name:    Name of your organization

Location Country / Region:    Location of organization

Tag Name(s):    Name of the tag(s)

Your Consent

Requirements for Submitting an Email Deletion Request

To proceed with an email deletion request, please provide a formal letter of consent that meets the following criteria:

1. Company Letterhead

   • The request must be submitted on official company letterhead.

2. Date

   • The document must be clearly dated.

3. Reference Information

   • The letter must specify the tag to be used.

   • If a Saved Search is being used instead of a tag, include:

     • The name of the Saved Search

     • A screenshot showing both the Mail Count and the Search Filter

4. Clear Request Statement

   • The document must explicitly state that this is a formal request to delete emails.

5. Acknowledgment of Irreversibility

   • The letter must include a written acknowledgment that:

     • Email deletion is permanent and irreversible

     • All specified emails will be deleted, including items under Legal Hold

     • (Note: For account deletions, please also specify whether deletion should be performed with retention or without retention. See the “Facts on Deletion” section for details.)

6. Authorized Signature

   • The request must be signed by a company employee, with their name, title, and position clearly stated.

7. Recommended Signatories

   • For compliance purposes (e.g., FSA/FINRA audits), it is strongly recommended that the letter be signed by a CIO, CFO, or equivalent executive-level officer.

IMPORTANT:

• Once data is deleted there is no option for recovery. If there is any important information needed, make a backup copy before sending this consent.

Facts on Deletion

• Contact the Arctera Insight eDiscovery support team to make this request.

• By providing a tag (or tags) you are confirming exactly which mail(s) you want to be deleted.

• When an email gets deleted from the archive, all related copies (other recipients) will have the email permanently deleted from their archives.

Note: This includes any mail that is on legal hold.

• When searching for specific mail(s) across the archive it is best to use Discovery Archive Search

• For mail deletion requests- we cannot offer deletion without retention.  This means any mails the customer has tagged for deletion are permanently removed from the archive.

User Deletion

• For user deletion requests- we offer 3 options:  

1. Delete User without retention:  

   • Deletion without retention will delete the user but it will not delete any emails associated with the user. 

   • If the message is associated with any other user the message will remain associated with the other user after the deletion request is fulfilled. This includes the Unassigned Legacy Mailbox (ULM) account.  

   • If the message is NOT associated with any other account, including the ULM, the message will no longer be browsable. However, the message will be searchable by an account that has the Monitor All Accounts role and All custodians are being searched.  

2. Delete user with retention:

   • Deletion with Retention will delete both the user and every message associated with the user, regardless if the message is also associated with other users. Any user associated to the deleted messages will no longer have access to the messages after the deletion request is fulfilled. 

3. User Deletion with 'No Retention'  AND delete 'No Association': Yes

   • This option deletes the user's archive and any messages that are only associated with that user. 

   • Any messages that are associated with other users will not be deleted. 

   • As an example: UserA has 10 messages associated with their archive, but 5 of those messages are also associated with another user 'UserB'. This option will delete the archive of 'UserA' and the the messages that only associated with 'UserA' only. The other 5 messages that are associated with 'UserB' will not be deleted. 

   • Format Authorization letter as follows for option 3:

Use Retention: 'No Retention'

Permanently remove 'No Association' emails: Yes

List of Users: UserA