Best Practice for Keeping Emails that Should not be Discarded After Retention Period

We are implementing a new 3 year email retention policy.  We are using the new archiving feature in Exchange 2010 SP1.  (We do have our Enterprise CALs.)  We will also be restricting the use of PST files and will be moving contents of current PST files into the new archive folder.  However, we are trying to decide what to do when a user balks that they need to keep an important email from 4 years ago.  Does anyone have suggestions?  My two thoughts are copying a most important email to a word document, or putting the email in a PST (undesirable) that the user will not be able to connect to or manipulate.  It would simply be stored on removable media like a CD.
tmaususerAsked:
Who is Participating?

[Product update] Infrastructure Analysis Tool is now available with Business Accounts.Learn More

x
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

AmitIT ArchitectCommented:
You need to look for 3rd party solution. Exchange is a very basic level of archiving product, still need to mature. I suggest you to look for Source One from EMC Or Enterprise Vault. These are the products, which are way better and have lot of customization available.
tmaususerAuthor Commented:
We don't really what to use a different product, and we don't really want to save emails outside of the retention period.  We kind of just wanted to appease a few users as we migrate over while they come to except that they will no longer be able to keep older emails.

I don't think management would approve another archiving solution after we have already purchased the CALs.  We have pretty much implemented the Exchange archiving.  Moving emails out of the PST's is our last phase we are entering now
tmaususerAuthor Commented:
So to further expound, three years is the cutoff regardless of the archiving product, so I think we would still run into the same issue.
Determine the Perfect Price for Your IT Services

Do you wonder if your IT business is truly profitable or if you should raise your prices? Learn how to calculate your overhead burden with our free interactive tool and use it to determine the right price for your IT services. Download your free eBook now!

Get Your eBook
tmaususerAuthor Commented:
Has anyone actually experienced user's complaining about retention policies?
AmitIT ArchitectCommented:
As, I already said in my first post Exchange is a basic level of Archiving product. I routed you to right product. I know, no one want to spend extra money, but if you need extra feature, you need to spend it. I am not saying go any buy it. First, you can open case with Microsoft and ask them about your requirement. You can also reach out to Source one or Enterprise vault vendors and talk to them, if there product can fix your requirement.
tmaususerAuthor Commented:
There is actually nothing wrong, except that users don't want to except a new policy.  Everything works well and as intended.  Sorry I must have miss worded something.  Basically, I am asking how other people have handled user's who want to keep an older file which they feel they should be privileged as an exception to the policies and procedures.  perhaps this is the wrong forum for the type of question.
tmaususerAuthor Commented:
I mean 'accept' not 'except'.
AmitIT ArchitectCommented:
Check this helps:
http://blogs.technet.com/b/exchange/archive/2011/08/05/prevent-archiving-of-items-in-a-default-folder-in-exchange-2010.aspx

I personally prefer to use traditional backups option to keep data for longer period.

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
tmaususerAuthor Commented:
It is a very helpful link.
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Exchange

From novice to tech pro — start learning today.