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.
What sources can I create a Preservation for?
You can create a Preservation for Slack Enterprise, Quip Enterprise, and Google Workspace.
The check for compatible sources is now done when you try to create a preservation. This will save you time in filling out information only to find out later that there were no compatible sources.
For Slack, this will retain conversations (channels 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 extremely prepared with an up-to-date searchable archive.
For Google Workspace, the preservation 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.
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.
Note: Preservation feature was added to Onna on May 11, 2020, release. Data synced into Onna prior to that time period are not eligible for preservation with this feature.
Enterprise Slack sources created before July 13th, 2020 13:00 (UTC) are not supported for Preservation, and Google Workspace sources created before Oct. 6th 2020 13:00 (UTC) are not supported for Preservation.
All new and existing Quip Enterprise sources are eligible for Preservation.
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, Quip Enterprise, or Google Workspace 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, Quip Enterprise, or Google Workspace 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 to "Configure the preservation".
In the first step, you will add the custodian list and the preservation period.
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 target up to 10,000 users in a preservation.
You can begin typing a name and the auto-complete options will fill with suggestions of users. 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.
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.
You may also choose to preserve all identities within the sources by selecting "Everyone".
You can also upload a CSV file with the email addresses of the users you would like to collect. 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.
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.
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.
Set 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.
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.
When all of the required fields are filled, select "Continue".
The second step, allows you to select the source(s) to preserve with a filtering capability.
Once you have selected the desired source(s), 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
Preservations 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 on 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 set up 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".
Exporting a Preservation:
To export a Preservation, head to the Preservation and click on the ellipsis at the top right-hand corner. From the pop-up menu click on the “Export” icon. From there, the user can select which Export type they’d like to export.
Finishing a Preservation
You can "Finish" a preservation, dropping the hold on the files within it by Selecting the "Finish preservation" option within the 3 dots menu. Once a preservation is finished it cannot be modified further.
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 firstname.lastname@example.org