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Exchange 2007 - Retaining mailbox after employee leaves - best practice?

Posted on 2008-06-11
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When running Exchange 2007 what is best practice when an employee leaves the business?

We want to retain their mailbox for at least 3 years, but all other AD information is not required. They should be removed from address books etc, and we dont expect to have to re-instate the account other than perhaps to access emails for compliance, e-discovery and so on.

Many thanks
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Question by:tcreswick
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LegendZM earned 1500 total points
ID: 21762033
Best practice would be to journal every message in the org to a user account / offsite archiving company so that you don't need to keep the user mailbox.  If you do want to keep the mailbox, you can ust keep it disabled, right click properties on it and select 'hide from address book'
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by:tcreswick
ID: 21762205
I think in this instance, using journalling would be over-kill, since it's rather unlikely that the data will ever be required, and the turnover in staff is relatively low (perhaps 10 per annum, total staff circa 70).

If we disable a mailbox that marks it for deletion; would it therefore be best to set the "Keep deleted mailboxes for (days)" option to 1095 (~3 years) in the mailbox database options?

Since disabling marks them for deletion, would we not just be better deleting the mailbox? What is the difference in this instance?

Would it ever be considered more appropriate to simply export the mailbox (e.g. as a PST) and simply store those elsewhere?
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by:LegendZM
ID: 21762733
You could export to PST, you could set the keep deleted mailboxes for 1095 days, it's entirely up to whatever you feel most comfortable doing. Just plan for storage, and redundancy in case of hardware failure on the database drives. :)
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Author Comment

by:tcreswick
ID: 21767670
Thanks for the help. As a closing note, this was the solution that seemed to work best for us:

1. Set the deleted mailbox retention to > 1000 days (approx 3 years)
2. Disable (not delete) mailboxes which are no longer required - this puts them in "Offline Mailboxes"
3. Delete the users from the AD
4. Update the OAB
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Expert Comment

by:LegendZM
ID: 21767942
Sounds like you came up with an excellent solution that meets your needs. :)
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