What is a Preservation and when would I use it?

A Preservation in Onna allows you to retain data pertaining to specific users while letting other data fall out of Onna through your normal retention settings.

The Preservation acts as a search across existing sources to gather data pertaining to the users selected. For Slack, this will retain conversations (channels and direct messages) that the user is a member of and their attachments.

You could 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 extremely prepared with an up-to-date searchable archive.

Note: The Preservation feature was added to Onna on the May 11, 2020 release. Data synced into Onna prior to that time period is not eligible for preservation with this feature.

How do I set up a Preservation?

A preservation has a few prerequisites in order to set one up.

  • Your individual user account must have the Special Permission to "Create preservation". Special permissions are available to Admins on the User Management screen. 
  • You must have an existing Slack Enterprise source to apply the preservation to. A preservation does not set up a new source but only applies to existing sources and currently they will only apply to Slack Enterprise sources.
  • 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

You will be able to create a preservation from the same place as creating a workspace from your Onna menu.

If you have the "Create Preservation" option on your user account, you will now see this screen.

You can give your preservation a name and then proceed to the next screen.

Below is the preservation setup screen. 

A preservation has two required fields and two optional fields.

Required Fields

Add People - These are the people whose data you wish to preserve. The available values here are based on the User Identities from your data sources that have been synced into Onna. 

You can begin typing a name and the auto complete options will fill with suggestions of users.

You may also choose to preserve all identities within the sources by selecting "Everyone".

You can also upload a CSV file with email addresses of the users you would like to collect.

Note: The CSV file should not include column headers. The CSV file should only have one column that include the email addresses of the users as seen below.

If you upload an identity that does not exist, it will appear with a red x and require you to clear it before enabled the create button.

Note: If a new source has just been created in Onna, the User Identities may not have fully synced into Onna yet.

Select type of content - Preservation currently only support Slack Enterprise sources. The Slack Enterprise sources that appear will be the sources that your user account has access to.

You must select at least one source to be able to create your archive.

Optional Fields

Set period to preserve
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.
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. An 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.

When all of the required fields are filled, the "Create" button is enabled.

When you click the "Create" button, you will get a confirmation dialog to Create the Preservation. Confirming the Create will begin creating your Preservation and navigate you to it.

The preservation parameters will have been created which will launch a process to begin applying these conditions to your data set. Depending on the complexity of the parameters and the size of your data, the time to lock the existing data will vary.

Viewing a Preservation in Onna

Spaces List

Presevations in Onna are available in your Spaces menu along with your regular workspaces.

They are available both in the left hand navigation menu as well as in the spaces listing. In the Spaces listing, you will see the Preservation icon next to preservations.

Just as with workspaces, you can rename a preservation and take other actions on the preservation within this list:

Inside a Preservation

Inside the preservation, the data that is being preserved will be grouped by the Sources that you selected in creating the preservation.

You can search a particular source's data by clicking into it or search across the whole preservation by selecting the magnifying glass in the search bar.

Viewing the Preservation Details

Select the Information "i" icon to view the details about a preservation. 

Here you can see the parameters that were used to setup the preservation:

Of particular note is the "Synced content" section. This will tell you who the Preservation is applied to in the "People" section and which sources it is applied to in the "Sources".

Finishing a Preservation

You can "Finish" a preservation, dropping the hold on the files within in it by Selecting the "Finish preservation" option within the 3 dots menu.

Edit a Preservation

Check out our article here on editing a preservation.

Still have questions?

Feel free to chat with us or send an email to support@onna.com

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