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Exchange 2007 Multiple retention times on default managed folders (Message Records Management)

Posted on 2009-07-10
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Last Modified: 2012-05-07
I am migrating to Exchange 2007 and am not sure if I am missing something or if the message records management is just not as flexible as the recipient policies in Exchange 2003.  I have a handful of Exchange 2003 mailboxes that have different recipient policies to clean them out.  Some clean out deleted items immediately, some have 30 days, and some clean out different folders.  My point being that they have different retentions on the same folders.  

In Exchange 2007 from what I can see you can only set 1 retention policy per default managed folder per mailbox item type.  Is there a way that I can have one mailbox that gets rid of deleted items automatically after 30 days and another mailbox that cleans deleted items after 5 days?  I don't see how to do this with Message Records management unless I am misunderstanding how it works.

Can someone verify this for me, and if it can't be done this way with Message Records management is there another method I could use for these one-off mailboxes that need to be automatically cleaned up with different retentions?  
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Question by:traviskrings
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tigermatt earned 500 total points
ID: 24829977

It can be done. It's just hidden away in the interface.

In the Exchange Management Console, each Managed Default Folder can only have one Managed Content Setting policy applied to it. You appear to have already discovered this.

If you want to apply multiple policies to a folder, you need to create a new Managed Default Folder in EMC. This doesn't add a second folder to user's mailboxes - it simply acts as a second placeholder location for binding your second Content Setting policy to. You can add a new folder using the 'New Managed Default Folder' option in the right-hand pane.

You can rename the Managed Default Folders too; again, it doesn't rename the folder in each mailbox, but just acts as a way for you to identify which folder it is.

For example, on a server I manage, I have two 'Deleted Items' folders. One is called 'Deleted Items (30 days)' and the other 'Deleted Items (7 days)'. Within these folders is a Content Setting policy, one which empties the folder after 30 days and another which does the same but after 7 days.

When you go ahead and create your Mailbox Policy, you then select the appropriate folder from the list.

-Matt
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