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Exchange 2010 SP1 Archive and Retention Policies

Posted on 2010-09-09
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Last Modified: 2012-05-10
I want to setup the following polices

User Mailbox Policies: Anything over 1 year is automatically deleted. and users can delete as much as they want and the delete itmes is automatically emptied every day.

i created a jorunaling mailbox as well i want to keep all emails in journal mailbox for 5 years anything older automatically deleted. if that mailbox gets to big i want it to archive to an online archive box as well as remove the archive limits.
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Question by:mnevoso
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38 Comments
 
LVL 32

Expert Comment

by:endital1097
ID: 33640915
you can establish managed folders to meet your needs
http://technet.microsoft.com/en-us/library/ee364744.aspx
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Author Comment

by:mnevoso
ID: 33640941
i was looking at doing a retention policy for it specifically the archives of the journal mailbox as we need to hold items for 5 years.
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LVL 32

Expert Comment

by:endital1097
ID: 33641009
you need to use extreme caution using retention policies with a journal mailbox
this mailbox will get extremely large over 1 year, i don't want to know what it would be like after 5

http://technet.microsoft.com/en-us/library/dd297955.aspx
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Author Comment

by:mnevoso
ID: 33641111
Retention and archive. In using the online archive with enterprise cal
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LVL 32

Expert Comment

by:endital1097
ID: 33641176
ok so you need to create a retention tag that will move to archive (adjust for 5 years):
New-RetentionPolicyTag "RPT Journal Archive" -Type All -Comment "Items without a retention tag are moved after 1 year." -RetentionEnabled $true -AgeLimitForRetention 365 -RetentionAction MoveToArchive

then create a retention policy that includes your tag:
New-RetentionPolicy "Journal Retention Policy" -RetentionPolicyTagLinks "RPT Journal Archive"

then assign the retention policy to the mailbox:
Set-Mailbox "Journal" -RetentionPolicy "Journal Retention Policy"
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Author Comment

by:mnevoso
ID: 33641250
thanks i will try that and let you know how it pans it, would you reccomend having them move before a year maybe 6 months or a year should be sufficient?
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LVL 32

Expert Comment

by:endital1097
ID: 33641286
i would start with 6 months, checking the mailbox size periodically
the journal mailbox can grow rapidly
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Author Comment

by:mnevoso
ID: 33641515
ok do you know how to remove the archive box limits?
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LVL 32

Expert Comment

by:endital1097
ID: 33641612
Should be available with the st-mailbox cmdlet

I can post later tonight
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Author Comment

by:mnevoso
ID: 33641624
thanks if you can i assume i need to remove the limits for the journal box and the archive box. because both will get very large.
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LVL 32

Expert Comment

by:endital1097
ID: 33641724
U r correct
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Author Comment

by:mnevoso
ID: 33641742
ok if you can send me the command to remove limits for that mailbox that would be great
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LVL 32

Expert Comment

by:endital1097
ID: 33642263
Set-Mailbox journal -IssueWarningQuota unlimited -ProhibitSendReceiveQuota unlimited -ProhibitSendQuota unlimited -ArchiveWarningQuota unlimited
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Author Comment

by:mnevoso
ID: 33642655
isnt there also an archivequota?
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LVL 32

Expert Comment

by:endital1097
ID: 33642667
the archivewarningquota switch
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Author Comment

by:mnevoso
ID: 33642688
http://technet.microsoft.com/en-us/library/bb123981.aspx

there is also an archive quota switch, not sure if it is needed to make that arhcive box unlimited
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LVL 32

Expert Comment

by:endital1097
ID: 33642703
if you go to the properties of the mailbox and the mailbox settings tab
you will see storage quotas and archive quota
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Author Comment

by:mnevoso
ID: 33642711
yea what do i enter in the boxes? does 0 make it unlimited?
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LVL 32

Accepted Solution

by:
endital1097 earned 2000 total points
ID: 33642730
i did miss that one, sorry
Set-Mailbox journal -IssueWarningQuota unlimited -ProhibitSendReceiveQuota unlimited -ProhibitSendQuota unlimited -ArchiveWarningQuota unlimited -ArchiveQuota unlimited -UseDatabaseQuotaDefaults:$false
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Author Comment

by:mnevoso
ID: 33642906
ok what is the difference between the personal folder type and all other folder types for the retention policy tag?
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LVL 32

Expert Comment

by:endital1097
ID: 33642923
Personal tags are available to Outlook 2010 and Outlook Web App users as part of their retention policy. Users can apply personal tags to folders they create or to individual items, even if those items already have a different tag applied. Messages with a personal tag are always processed based on the personal tag's settings. Depending on the personal tags you create, users can apply a personal tag to a message so that it's moved or deleted sooner or later than the settings specified in the DPT or RPTs applied to that user's mailbox. You can also create personal tags with retention disabled to allow users to tag items that are never moved to archive or never expire.

In Exchange 2010 SP1, users can also select additional personal tags, which are not linked to their retention policy, from the Exchange Control Panel (ECP). The selected tags then become available to them in Outlook 2010 and Outlook Web App. To enable users to select additional tags from the ECP, you must add the MyRetentionPolicies Role to the user's role assignment policy.
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Author Comment

by:mnevoso
ID: 33642942
so the tags are not automatically applied?
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LVL 32

Expert Comment

by:endital1097
ID: 33645330
yes, as an administrator you're not going to assign personal tags to folders, this is user-controlled
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Author Comment

by:mnevoso
ID: 33646044
ok just for clarification why do i need to create retention tag for the archive then? or since it is set to all folders it automatically applies? because now that i have the policy set for archives to move after 6 months to archives i want to create a policy to leave it for 5 years, 4 years 6 months in archives and after that for it to be deleted.
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LVL 32

Expert Comment

by:endital1097
ID: 33646123
the retention tag on the mailbox tells the system to keep the messages for 6 months then move to the archive
you need to apply another policy to automatically remove from the archive after 5 years
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Author Comment

by:mnevoso
ID: 33646334
so create another retention tag with all folders that deletes after 5 years and add to that already created journal policy right?

this is my first time using the policies so just want to make sure i am doing it correct.
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LVL 32

Expert Comment

by:endital1097
ID: 33646379
you got it!
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Author Comment

by:mnevoso
ID: 33646551
ok so in a sense if i wanted to create a new policy for users that automatically delete after 1 year i would create the retention tag and the retention policy and apply that new poicy to the user mailboxes correct?
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LVL 32

Expert Comment

by:endital1097
ID: 33646576
yes, you just need to use either Delete And Allow Recovery or Permanently Delete
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Author Comment

by:mnevoso
ID: 33646746
perfect, one last thing if lets say i have the journaling to move to archive after 1 year, then i create a delete policy of 4 years that would equal my policy compliance issues of 5 years correct?
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LVL 32

Expert Comment

by:endital1097
ID: 33646759
no, the second must be the expected value
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Author Comment

by:mnevoso
ID: 33646767
ok so i need to set it 1825 then for 5 years, to me it seems like it would keep all the journal mail for 6 years by doing that.
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LVL 32

Expert Comment

by:endital1097
ID: 33646771
no, it goes by the received date, not modified
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Author Comment

by:mnevoso
ID: 33646800
ok perfect thanks for the clarification!
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Author Comment

by:mnevoso
ID: 33646814
one last thing am i able to remove all the default retention policy tags and retention policies?
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LVL 32

Expert Comment

by:endital1097
ID: 33646841
yes, you can remove policies from a mailbox
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Author Comment

by:mnevoso
ID: 33646863
what i was reffering to is the default policies SP1 creates and default policy tags since i wont be using them. and can i apply a policy to all mailboxes at once? or a databasE?
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LVL 32

Expert Comment

by:endital1097
ID: 33646886
i don't think you can remove the built in policies
yes
get-mailbox | set-mailbox
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