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

tmaususer
tmaususer used Ask the Experts™
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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.
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AmitIT Architect
Distinguished Expert 2017

Commented:
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.

Author

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

Author

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.
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Author

Commented:
Has anyone actually experienced user's complaining about retention policies?
AmitIT Architect
Distinguished Expert 2017

Commented:
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.

Author

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.

Author

Commented:
I mean 'accept' not 'except'.
IT Architect
Distinguished Expert 2017
Commented:
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.

Author

Commented:
It is a very helpful link.

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