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Hosted Exchange 365 - Need to set to 5 years without deletion

Posted on 2013-12-18
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Last Modified: 2013-12-25
Please excuse my ignorance as I have inherited an Hosted Exchange 365 environment that I am not accustomed to nor have much knowledge.

We need to make sure we have the following guidelines met and I am not sure where to look/how to set this up.  I am looking for some advice/direction.

1) We need to keep all email for 5 years - no deletion at all from the mailbox

2) We need to do archiving to keep things clean in the mailboxes

Those are the basic requiements and we are on Microsoft Exchange 365

Thanks for any help!
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Question by:tacwest
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LVL 41

Expert Comment

by:Vasil Michev (MVP)
ID: 39727661
Do you need this for legal requirements, i.e. do you need to make sure that the user cannot deliberately or involuntarily delete any mail?

Archiving is included by default, you simply need to enable it:

http://technet.microsoft.com/en-US/library/dd979800(v=exchg.150).aspx

http://technet.microsoft.com/en-us/library/jj984357(v=exchg.150).aspx

You can control the retention period using retention tags/policies:

http://technet.microsoft.com/en-US/library/dd297955(v=exchg.150).aspx

And if you need additional compliance features look at journaling/legal hold:

http://technet.microsoft.com/en-US/library/ff637980(v=exchg.150).aspx
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Author Comment

by:tacwest
ID: 39729886
Thank you for your response.  I have been trying to understand the retention tags and for some reason they don't to clear to me.

Is there a good resource so I could understand them a little better in simpler terms?

All I need to set it up so we archive monthly, allow no deleting/save every email for 5 years.

I think I need one policy with a few tags but not sure.

Any resources I could look at or you could provide?

Thank you
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LVL 41

Expert Comment

by:Vasil Michev (MVP)
ID: 39729916
Retention policy will not prevent the users from deleting mail, if this is a requirement you will need to use in-place (legal) hold or journaling instead.
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Author Comment

by:tacwest
ID: 39730118
Vasilcho - thank you for the response.  Since I am not versed in Exchange at all - if I turn on in-place hold and turn on archiving will the user just operate as normal but deleted items and such will go into a hold area?

Thanks - again sorry for not being knowledgeable.
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LVL 41

Accepted Solution

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Vasil Michev (MVP) earned 500 total points
ID: 39730147
Yes. The in-place (legal) hold is intended for compliance reasons, to prevent users from deliberately deleting or modifying mailbox content. Best thing is that it is transparent to the user, he will not even know that his mailbox is on hold. You can find a lot of information regarding it online:

http://help.outlook.com/en-us/140/ms.exch.ecp.editlitigationhold.aspx

http://technet.microsoft.com/en-us/library/ff637980(v=exchg.150).aspx

This functionality however is available only for the more expensive Exchange Online Plan 2 and the E3/E4 plans.

Here is also a nice article explaining all the compliance features in Exchange Online:

http://community.office365.com/en-us/wikis/exchange/compliance-features-in-exchange-online.aspx
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Author Comment

by:tacwest
ID: 39730160
Thank you - we do have Plan 2 so I think we are good to go on that which I really appreciate your help.

Last thing - I assume that if I also turn on archiving that the Hold will grab both - is that correct?

The archiving will just keep his/her inbox cleaner.
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LVL 41

Expert Comment

by:Vasil Michev (MVP)
ID: 39730529
It will.
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