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Creating a 60 day retention policy for a single user inbox

Posted on 2014-10-08
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Last Modified: 2014-10-09
Hello,

Here is my best description of a back story.

I am working on a ticket right now for an Exchange Mailbox that fills up, and has to be cleared. I have already cleared the mailbox, but I would like to not have this pop up every once in a while if it’s possible.  This Exchange Mailbox is only used to work with their faxing system. It is a system that the previous company that was managing this system built I believe. Every time they send an email to the user email address from the scanner, it gets saved in the user  mailbox. This causes it to fill up over time and then you have to clear it, or they can’t use the email account.

The things that I ran in to on this email box are

•      No one knows the password of the mailbox, and I don’t want to reset the password to screw up something.
•      The work around for getting in to this mailbox, is setting my domain email account to be able to manage the mailbox, adding the mailbox to my account in the properties of my mail profile in Outlook, and manage clearing it out that way.

Questions that I’m trying to figure out

•      Can we set this mailbox to have a 60 day retention policy on the mailbox? I looked up some retention policies, but they were only for deleted items. Maybe I haven’t the right phrase to look up yet?
•      Is there a better way to manage this mailbox without setting mailbox retention on it?


Hopefully this all makes sense

Thanks in advance
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Question by:polarstar
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Expert Comment

by:Rajitha Chimmani
ID: 40369118
You can always apply retention polices to any folder not just deleted items. I assume you have Exchange 2007 from the tags.

For Exchange 2007, it is termed as Messaging Records Management. You need to create a Managed Content setting first, then create a managed folder policy and apply this policy to the mailbox.

For Exchange 2010, create a retention tag (and select folder type as Inbox) and create a retention policy and apply that policy to the mailbox.

If its for a single mailbox, you can create an outlook rule to delete the emails but that would require outlook to be open I guess.

Or if you dont need those emails to reach that mailbox, you can create a transport rule to silently drop scanner messages sent to that email address.
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Author Comment

by:polarstar
ID: 40369145
Thanks for the response. Yes it is Exchange 2007. I know you can apply it to any folder, I'm just unclear on how to. It is definitely for a single mailbox on what I'm trying to accomplish. Is there a way to do this with out having Outlook open at all times?

They would at least like some sort of record just in case the company has to reference something. 60 days is about what they would need just to ensure that the scans are going through.
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Accepted Solution

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Rajitha Chimmani earned 500 total points
ID: 40369164
if you need to delete the emails after 60 days without having Outlook open then the only option is to create a retention policy. Please follow the steps in below article.

1. Navigate to Managed Default Folders under Organization Configuration->Mailbox
2. Select Inbox and click on New Managed Content setting
3. The options here are straight forward. Select the length of retention to 60 days and the action to Delete and Allow Recovery. (If you select permanently delete then the old items will be deleted from Recover Deleted Items as well)
4. Create Managed Folder policy.
5. Apply this policy to the mailbox

http://briandagan.com/how-to-setting-up-message-retention-policies
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Author Comment

by:polarstar
ID: 40371181
This helped find the issue that the Exchange server doesn't have any enterprise CALs on it. This is why I was unable to get the inbox to hold the retention policy properly.
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Author Closing Comment

by:polarstar
ID: 40371182
Helped me find the solution I was looking for.
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