Defining a retention plan

If you have previously created a retention plan XML file you can modify that file. If necessary, you can use the EVDominoRetentionPlans.exe tool to extract the existing retention plans from Enterprise Vault to a file that you can edit.

To extract the existing retention plans from Enterprise Vault and save them in the file MyPlans.xml:

EVDominoRetentionPlans.exe -save MyPlans.xml

In the Enterprise Vault program folder there is an example retention plans XML file that you can copy and modify as required. The file is Example RetentionPlans.xml in .

The example file defines retention plans 'All Users' and 'Projects'.

The 'All Users' retention plan does the following:

Creates the retention folder 'Retention Folders' with the following subfolders:
- 'Business Records' with a retention category of 'Business'.
- 'Customer Mails' with a retention category of 'Customers'.

The 'Projects' retention plan does the following:

Creates a retention folder that is called Retention Folders' and that has the following subfolders:
- 'Business Records' with a retention category of 'Business'.
- 'Customer Mails' with a retention category of 'Customers'.
'Projects' under 'Retention Folders' with a setting of ARCHIVENOW="true". The plan also creates the following folders under 'Projects':
- 'Project X'
- 'Project Y'
Deletes the retention folder 'Test'.

The XML file assigns retention plans to provisioning groups as follows:

The 'Projects' retention plan is assigned to the provisioning group 'Project members'.

<?xml version="1.0"?>
<RETENTIONPLANCONFIG>

	<!-- Start of defining retention plans -->
	<RETENTIONPLANS>

		<!-- Start of 'All Users' retention plan -->
		<RETENTIONPLAN NAME="All Users">
			<FOLDER NAME="Retention Folders">
				<FOLDER NAME="Business Records" RETCAT="Business"/>
				<FOLDER NAME="Customer Mails" RETCAT="Customers"/>
			</FOLDER>
		</RETENTIONPLAN>
		<!-- End of 'All users' retention plan -->


		<!-- Start of 'Projects' retention plan -->
		<RETENTIONPLAN NAME="Projects">
			<FOLDER NAME="Retention Folders">
				<FOLDER NAME="Business Records" RETCAT="Business"/>
				<FOLDER NAME="Customer Mails" RETCAT="Customers"/>
				<FOLDER NAME="Projects" ARCHIVENOW="true">
					<FOLDER NAME="Project X" RETCAT="Project X"/>
					<FOLDER NAME="Project Y" RETCAT="Project Y"/>
				</FOLDER>

				<!-- Delete temporary folder 'Test' -->
				<FOLDER NAME="Test" DELETE="true"/>
			</FOLDER>
		</RETENTIONPLAN>
		<!-- End of 'Projects' retention plan -->

	</RETENTIONPLANS>
	<!-- End of defining retention plans -->


	<!-- Assign retention plans to provisioning groups -->
	<PROVISIONINGGROUPS>
		<DOMAIN NAME="ACME">
			<GROUP NAME="Project members" RETENTIONPLAN="Projects"/>
			<DEFAULT RETENTIONPLAN="All Users"/>
		</DOMAIN>
	</PROVISIONINGGROUPS>
	<!-- End of assigning retention plans to provisioning groups -->


</RETENTIONPLANCONFIG>

Note the following:

To specify a standard folder or view, use the real name, not the displayed name. For example:
- Use "($Inbox)" to specify the Inbox folder.
- Use "($ToDo" to specify the Tasks view.
- Use "($Calendar)" to specify the Calendar.
Use the FOLDER element to define both folders and views.
FOLDER elements can contain other FOLDER elements. This feature enables you to define a hierarchy of folders or views.
A parent folder's retention category applies to all its subfolders, unless specifically overridden for a particular folder.
If the ARCHIVENOW attribute is set to true, documents present in the folder are archived on the next run of the archive task.
If the ARCHIVENOW attribute is specified on a parent folder, it automatically applies to all subfolders, unless overridden at the subfolder level.
If the DELETE attribute is set to True, Enterprise Vault deletes the folder and all its subfolders provided that Enterprise Vault created the folder originally. The DELETE attribute removes all subfolders, even those that a user created. DELETE does not remove notes; the folder contents are still available in the All Documents view.
Optionally, you can specify a default plan for each domain. The default plan is applied if there is no plan for a provisioning group.
A retention plan cannot contain multiple entries for the same folder or view.
A provisioning group can have only one retention plan.
In the DOMAIN section, provisioning group names must be unique.
You can define some folder hierarchies that do not have retention categories assigned.