As a Compliance Officer, you can use retention tags to set how long emails that match a search are kept, for example while a case is ongoing. Retention tags are shared with the other Compliance Officers in your organization.

View retention tags

Go to the Retention section. The table lists all retention tags, with the following columns:

• Color — click the arrow to pick a new color; the change is saved straight away
• Tag Name
• Tagged Emails — the number of emails with the tag; click it to see them in Search
• Expunge Time
• Notification Email
• Sample & Hits
• Date Created
• Created By
• Actions — Edit Tag and the More menu (represented with ...)

Tags are sorted by name. You can sort by any column except Sample & Hits by clicking the column header. The first 50 tags are displayed initially; you can change the number of items per page to 25, 50 or 100.

Create a retention tag

1. Go to the Retention section and click New Retention Tag.
2. Fill in the tag details:
   • Tag Name (up to 30 characters)
   • Tag Description (optional, up to 200 characters)
   • Tag Color
   • Expunge Time — Indefinitely, Monthly (1 to 11 months) or Yearly (1 to 20, 30 or 40 years)
   • Sample Rate — from 0.001 to 100%, used to take a random sample of the tagged emails
   • Notify (optional) — an email address that gets a daily email about new hits
3. Under Retention Search Term, set the Date Range and build the search conditions, the same way as in Advanced Search. The date range refers to the emails' sending dates.
4. Click Save Changes.

You'll see a confirmation message: Retention tag successfully created.

Create a retention tag from Advanced Search

1. Go to the Search section, open the Advanced Search tab and build your search.
2. Click the Create Retention Policy icon next to the Search button.

3. Enter the Tag Name, choose the Tag Color and set the Expunge Time (Indefinitely by default).
4. Click Create & Tag All to create the tag and apply it to the search results.

Please note that filters from the Filters dropdown aren't included in the retention tag's search.

Edit a retention tag

Hover over the tag's row and click Edit Tag. You can change the name, description, color, expunge time, sample rate and notification email. The Retention Search Term and Date Range can't be changed.

Click Save Changes. You'll see a confirmation message: Retention tag successfully updated.

Delete or duplicate a retention tag

Click the More menu (...) on the tag's row:

• Delete — confirm by clicking Delete. The tag is removed from all emails it was applied to. You'll see a confirmation message: Retention tag successfully deleted.
• Duplicate — opens a new retention tag with the same settings, so you only need to enter a new name.

You can also delete a tag from its edit page by clicking Delete.