1)
Important work-related emails must be registered
in Ares.
Ref. Ares(2015)535007 - 09/02/2015
Ref. Ares(2022)4303462 - 10/06/2022
How to do this?
Registration of email can be done directly
from Outlook with a tool
called "Areslook" (currently being deployed on al the PCs).
This “Areslook” will appear as a new tab in Outlook’s ribbon when you
create or open an email.
Videos, documentation and FAQ availabl
e here
You must
register in Ares any email that complies with the rules described below.
How to decide what to register?
Practical registration criteria are attached to the Secretary-General's note
(Ares (2015) 182108) on document management and access to documents.
They can be consulted
on the eDomec website, where you wil also find additional guidance on
document management.
2) From 1 July, an
automatic email clean-up policy wil apply.
What is this policy?
From this date,
any email older than 6 months and located within your Inbox, Sent Items or
Deleted Items (OR their subfolders if there are any) will be automatically deleted.
Let's be clear: we are not talking about your personal folders or any other folder you may have
created in your mailbox.
Let’s see with this example:
Concerned
Inbox Concerned because this is a
subfolder of Inbox
Idem
Idem
NOT CONCERNED as any folder other than Inbox/Sent items/Deleted items
Concerned
Sent Items Concerned
Deleted Items
NOT CONCERNED as any folder other than Inbox/Sent items/Deleted items
All the clarifications regarding the scope of this automatic deletion can be found
here for the
personal mailboxes and
here for the functional mailboxes.
Practically speaking
For any
email received or sent and that you would like to
keep for personal use, please do
not forget to
move them out of your inbox or sent items (or their subfolders).
Do not create new PST files.
Create new folders directly
within your mailbox (like in the example above “Archive-Perso”)
as there is
enough space to store all your emails.
Impact on existing PST files & Public folders None
• If your
PST files have already been (or are about to be) imported into your mailbox,
their
emails are not concerned as they are not stored under your Inbox nor your Sent Items.
• Regarding the
Public folders, the automatic deletion rule remains
unchanged (anything
older than 3 years and 2 months). More informatio
n here.