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Exchange 2010 Retention Policies

Posted on 2014-11-10
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Last Modified: 2014-11-12
Hi everyone,

We currently have some retention policies set in place on the server side that automatically move items in a mailbox to an online archive. It's working for the inbox but it does not automatically move items from the sent folder. Is there a way to set up a tag to automatically move all items in the sent folder that are older than 90 days to the online archive as well?

 We want to do this on the server side because we don't really trust the users to do this consistently or to not change any settings in outlook. We also are considering this to be a potential global setting.

Thanks for your time
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Question by:afluke
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Expert Comment

by:Adam Farage
ID: 40433069
So you have two options:

1) You can remove all retention policy tags from your retention policy and apply a default policy tag (which will tag all items within your mailbox)

or

2) You can setup a new retention policy tag for the Sent items, which will perform this action

I wrote a blog on this a while ago when I was working at MSFT so I would recommend reading this, as its a bit more clear cut. A little dated, but it still is technically correct for what you are looking for: http://blogs.technet.com/b/theexchangeguy/archive/2012/06/04/retention-polices-and-tags-101.aspx

My new blog is exchangelaboratory.com if you are interested in my ramblings.
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Author Comment

by:afluke
ID: 40433108
Thanks for the quick response! Thanks for the link to your blog, that really helps me clear up my understanding of Retention Policies and how they work.

So based on what I am seeing it looks like my current policy is using a Default Policy Tag, the type is "All other folders in the mailbox", And the action to take is move to archive. Am I missing something?  

I attached a picture of the properties page of our Retention Policy Tag and the Retention Policy itself, both are titled 120 days (I was mistaken with 90). The item on the left is the Tag and the item on the right is the Retention Policy itself.
RetentionPolicies.png
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Adam Farage earned 500 total points
ID: 40433143
Remember, the managed folder assistant (the service that actually tags item retention, tombstones and takes actions on items that meet or exceed retention) is a throttled service. I would recommend force running the MFA (managed folder assistant) on the mailbox to see if the items are moved to archive.

Start-ManagedFolderAssistant mailbox@compnay.com

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Author Comment

by:afluke
ID: 40435692
I ended up running that command and nothing happened, somewhere along the lines of my original research I read here on experts exchange that the mailbox may be corrupted, I looked and found another thread in which you had suggested running a mailbox repair. I did that and it worked. I'm going to give you full credit on this answer here since you definitely helped me get this set up correctly AND you provided the final solution in another thread.
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by:Adam Farage
ID: 40436197
... I did? Which thread?
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Author Comment

by:afluke
ID: 40438048
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