Creating Preservations

In this article you will learn:

• What Sources Can be Used for Preservations

• Preservation Requirements

• How to Create a Preservation

• Tips for Configuring Your Preservation

What Sources Can be Used for Preservations

The Preservation feature allows you to retain data pertaining to specific custodians while letting other data fall out of Onna through your normal retention settings. A preservation acts as a search across existing sources to gather data pertaining to the custodian's selected.

If you want to retain data from a specific source rather than for specific custodians, or if you need to retain data from sources other than Slack Enterprise, Google Workspace, Quip Enterprise, or Microsoft Teams Enterprise, it is recommended that you use the Source Hold feature rather than the Preservation feature.

Please Note: In order to use the Preservation feature, the data you want to preserve must already be in Onna.

You can create a Preservation for the following sources:

• Slack Enterprise

• Google Workspace

• Quip Enterprise

• Microsoft Teams Enterprise

Slack Enterprise Preservations

For Slack, Preservation will retain conversations (public and private channels as well as group direct messages and direct messages) that the user is a member of and their attachments.

You can apply a Preservation to your existing Slack Archives to gather information related to specific custodians. Combining this feature with the option to Mirror your Slack Enterprise retention settings will let you preserve only the data you need to preserve while keeping you prepared with an up-to-date searchable archive.

Google Workspace Preservations

For Google Workspace, preservations will include files if the user has access to the files, either explicitly or via a folder that is shared with the user. It will also preserve information from GDrive and Gmail. You can apply a Preservation to your existing Google Workspace Archives to gather information related to specific custodians.

Quip Enterprise Preservations

For Quip Enterprise, when creating a Preservation, you have the option to preserve your custodian information including all accessible documents from an Enterprise account - public folders and private documents that the user has access to.

Microsoft Teams Enterprise Preservations

For Microsoft Teams Enterprise, you can preserve conversations (channels and direct messages) that the user is a member of and their attachments.

Preservation Requirements

There are three requirements to set up a Preservation in Onna

1. Your individual user account (whether Account Holder, Admin, or Member) must have the Special Permission called ‘Create preservation’. An Onna Admin can adjust special permissions on the User Management page.Please note that users with Guest roles cannot create preservations.

2. You must have an existing Slack Enterprise, Quip Enterprise,Google Workspace, or Microsoft Teams Enterprise source to apply the Preservation to. A Preservation does not set up a new source but only applies to existing Slack Enterprise, Quip Enterprise,Google Workspace, or Microsoft Teams Enterprise sources.

3. Onna uses Identity Mapping to preserve data for specific custodians. In order to create a Preservation for a custodian, the custodian's identity must already be synced into Onna. If the identities for your source have not been synced yet, you will not be able to create a preservation.

Creating a Preservation

Enabling Preservations for Your Site

Before preservations can be created an Onna Admin must enable preservations from the ‘Admin console’.

To enable preservations for your Onna site follow the step(s) below:

Step 1:

1. Navigate to the ‘Admin preferences’ page.

2. Click on the ‘Configuration’ tab at the top of the page.

3. Click on the arrow next to ‘Advanced functionalities’.

4. Select ‘Preservation’ from the list of advanced functionalities

Creating a Preservation

Once an Onna Admin has enabled preservations, you can create a preservation by following the steps below:

Step 1:

You can begin creating a preservation from two places:

1. By clicking the ‘+’ icon next to ‘Preservation’ in the navigation menu.

2. Navigating to the ‘Preservation’ page and clicking ‘Create preservation’ or the ‘+’ in the upper right corner

Step 2:

You’ll then be taken to the ‘Create a preservation’ screen. On this screen you will:

1. Enter the name of your preservation in the ‘Preservation name’ field.
   

2. Click the blue ‘Continue’ button.
   

*You can also enter a billing number if it applies. This is optional.

Step 3:

Next you will Configure your preservation:

1. Add people to your preservation.

2. Select a start and end date to create a preservation period.

3. Click the blue ‘Continue’ button.

*See Tips for Configuring your Preservation below for more information on adding people and setting a date range.

Step 4:

Next, you’ll select the sources and types of content you want to preserve from by putting a checkmark next to the appropriate sources.

Then, click on the blue ‘Create’ button in the bottom right corner of the screen.

Step 5:

Once you click the create button a pop-up box will appear asking you to confirm that you want to create a preservation. To confirm and create your preservation click on the blue arrow in that pop-up.

Step 6:

Your preservation is now created. You can see your new preservation appear in your preservation list on the ‘Preservations’ page.

Tips for Configuring your Preservation

Tips for Adding People

1. When adding people to a preservation please note that the people available to select in this field are based on User Identities from your data sources that have already been synced into Onna.

2. You can begin typing a name into the ‘Add people’ field and the auto-complete options will fill with suggestions of users along with their email addresses. Pressing enter, adding a semicolon, or comma after typing an email address will validate the email. If you type an identity that does not exist, it will appear with a red X and require you to clear it before you're able to create the Preservation.

3. You can paste in a list of users that you'd like to preserve. Please be sure to add a space, a semicolon, or a comma after each email address.

4. To preserve all identities within the sources simply type-in and select ‘Everyone’.

5. It is also possible to upload a CSV file with the email addresses of the users you would like to place on preservation. A loader will now appear to give you feedback as to the progress of your upload and generate badges for both matching and non-matching email addresses. If you upload an identity that does not exist, it will appear with a red x and require you to clear it before enabling the ‘Create’ button. Please Note: The CSV file should not include column headers. The CSV file should only have one column that includes the email addresses of the users, as seen below.

6. You can target up to 10,000 users in a preservation.

Tips for Setting a Preservation Period.

• Start date - The date to preserve data starting from. A date of 05/01/2020 (May 1st, 2020) will mean that the earliest data preserved will be from May 1st, 2020. Leaving this value blank will preserve data from the earliest available date in the source. Please Note: Selecting a start date does not guarantee that there is data from that time period.

• End date - The end date for the preservation period. The end date of 05/08/2020 (May 8th, 2020) will preserve data through May 8th. Data from May 9th will not be placed within the preservation. Leave this value blank for the preservation to apply to not restrict the end date for the preservation.

• Time Zones: The preservation will be created based on the 00:00:00 and 23:59:59 of the timezone of the user creating the preservation.