Aastra 6751i RP, Administrator'S Manual

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38 AastraLink RP System Administrator Guide
Advanced Admi
nistrator Options
This warning appears in both Administrator and Assistant, and the questions answered here may help explain any concerns
you have about the security of information on your base unit.
What information is stored in the base unit, and for how long?
Voice messages that you retrieve by phone are stored on the base unit for up to 30 days from the time a caller leaves you a
voice message--not from the time you save a voice message. In addition, the base unit must keep a minimum amount of free
space available to function efficiently. Voicemail files older than 15 days may be deleted if the base unit does not have
enough free space. If you would like to guarantee that Response Point will not delete a voice message after 15 days, you
should choose to receive voice messages as e-mail attachments. Voice messages sent as e-mail attachments are not stored
on the base unit, and therefore they are not deleted by the base unit after any period of time.
When are voice messages deleted?
When voice messages are restored from a backup, any voice messages older than 30 days will be deleted. If the base unit
does not have enough free space, voice messages older than 15 days may also be deleted.
How long are passwords stored on the base unit?
Base unit and extension number passwords are stored on the base unit indefinitely, or until the user who is associated with
this information is removed from the phone system.
How long is user data stored on the base unit?
User-entered data is stored on the base unit indefinitely, or until the user who is associated with this information is
removed from the phone system. This data includes names, phone numbers, e-mail addresses, and personal contact
information.
How long is the email server password stored?
E-mail server password is stored on the base unit indefinitely, or until the phone system administrator removes it. (This
only applies if the phone system administrator configures Response Point to send voice messages as e-mail attachments.)
Where is this information stored?
All data is stored on the physical device, which is why it’s important to keep the base unit in a secured location with
restricted access.
What information can I prevent from being stored?
If you do not want your voice messages stored on the base unit, you can configure Response Point to send your voice
messages as e-mail attachments. With this configuration, your voice messages are stored in your e-mail program instead of
on the base unit.
How do I erase the information stored in the base unit?
The AastraLink RP Solution CD comes with the Erase Data program ("ResponsePointEraseData.exe")—a tool that the
phone system administrator can use to permanently delete all data stored on the base unit. You will want to erase all
personal information from the physical device if you are giving it to someone else.
Backing up and Restoring Base Unit Configuration
Backing Up
It's important to back up the base unit, where contact information, voice messages, and other settings are stored. In the
unlikely event that the base unit is damaged or fails, you can restore your phone system from a backup of the base unit. If
your business is fast-paced and depends heavily on phone work, it's a good idea to set up a frequent backup schedule
during off hours.
Note: If you back up during a period of heavy phone use, the backup copy will not include voice messages that are left by
callers while the backup is in progress.
Backups are also necessary when you want to upgrade the Administrator software or the base unit.
Note: Both configuration files and voicemail files may contain confidential information, such as the names of employees,
personal voice messages, and so forth. So, it's important to store this file in a secure location on the LAN or elsewhere.
Consider putting the backup on removable media that is not usually on the computer or LAN (such as an external hard
drive). Another option is to copy the backup to the computer, burn it on a CD or DVD, and delete the backup from the
computer. Likewise, you could consider putting the backup on an encrypted drive on the LAN., and put the CD or DVD in a
locked drawer.
To back up the base unit from Administrator, do the following.