Preservations allow you to retain data pertaining to specific users while letting other data fall out of Onna through your normal retention settings.
They act as a search across existing sources to gather data pertaining to the user's selected.
The Preservation feature was launched on May 11, 2020. Data added to Onna prior to that date is not eligible for being preserved.
What sources can I create a Preservation for?
You can create a Preservation for the following sources:
- Slack Enterprise
- Google Workspace
- Quip Enterprise
- Microsoft Teams Enterprise
Slack Enterprise preservations
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.
Enterprise Slack sources created before July 13 2020 13:00 (UTC) are not supported for Preservation
Google Workspace preservations
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.
Google Workspace sources created before October 6 2020 13:00 (UTC) are not supported for Preservation.
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.
Microsoft Teams Enterprise sources created before June 20th 2022 are not supported for Preservation.
A preservation has a few prerequisites in order to set one up.
- Your individual user account must have the Special Permission called 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.
Create a Preservation
To create a preservation:
1. Select + next to Preservations in the navigation bar.
2. In the Create a preservation screen, enter name for your Preservation, enter a billing number (optional), and then select Continue.
3. Enter the people you want to preserve data for, select the preservation period, then select Continue.
If you just created the source, the user identities may have not been collected yet. If you enter a user and it’s not found, try again after a while.
4. Select the sources to apply the preservation to, then select Create.
5. On the confirmation dialog, select the arrow button (→).
Your preservation is now created. This launches a process apply its conditions to your data set. The time to lock the existing data varies based on the complexity of the parameters and the size of your data.
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. 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.
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.
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.
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.
Preservations in Onna are available in your Preservations section.
In the Preservation menu 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.
View the Preservation details
Select the ℹ️ 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 select the ellipsis at the top right-hand corner. From the pop-up menu, select Export. From there, continue with the export process.
Finishing a Preservation
You can finish a preservation, dropping the hold on the files within it. Once a preservation is finished, it cannot be modified further.
To finish a preservation:
1. From inside a Preservation, open its details panel by selecting the information icon (i).
2. In the Preservation state section of the details panel, select Finish preservation.
3. In the confirmation dialog, select the arrow (→).
Edit a Preservation
Check out our article on editing a preservation.