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Email retention policy odd behavior Exchange 2013

Posted on 2016-09-22
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Last Modified: 2016-09-29
I applied a "delete after 1 year" and an "Archive after 2 year" policy, both tagged as default on several mailboxes.  I understand this is counter-intuitive but it was a request made by the client.

once applied, the users saw very old mail (3-6 years old) coming in as new/unread and flooding their inbox

What could be causing this?  I can provide all retention policies if required.  There are other "personal" tagged policies.  This is exchange 2013 running on 2012 R2
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Question by:csg-unit
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xtermie earned 500 total points
ID: 41812024
Maybe this can help, as it probably applies in Exchange 2013 too.
When you create a retention tag you have 3 actions that can be performed on the object
            “Delete and allow recovery”
            “Permanently  Delete”
            “move to archive”

With Exchange 2010 SP1 these are the only valid options for what to do with the item. If you go to the properties page after you create the tag you notice that you have more options. These options are only for Exchange 2007 backwards compatibility and are not valid for Exchange 2010. If you choose these other options the item will be marked but no action will be taken.

If you look at this KB
http://technet.microsoft.com/en-us/library/dd335226.aspx 

Look at the retentionaction section and note: “MoveToDeletedItems:   This action isn't available for retention tags”

 
if your looking to do the “MovetoDeletedItems” you need to use the “New-ManagedContentSettings”  and “new-ManagedFolderMailboxPolicy” that are only available via cmd line.

Perhaps instead of deleting them, you can create an archive and have old mails moved to the archive.
So you could enable your mailbox for Archiving, and change the policy tag from "move to deleted items" to "move to archive folder"  and that should works!  The expired items get moved out of your active mailbox folder into the archive folder; then you can delete the whole archive at some point.

Hope this helps!
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Author Comment

by:csg-unit
ID: 41812700
xtermie, thank you for your response, I will try the Archive first then delete and hopefully I'll have something worth talking about here for other's purposes.  I love this site.  

The client at this time delayed the request to investigate what will be deleted, as I suppose some was removed in the short time it was applied and I received a call to reverse the change so some stayed.  At some point soon I will plan to apply your suggestions.
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Author Closing Comment

by:csg-unit
ID: 41821698
Led me in the right direction.  While the behavior still can't be explained, the explanation of the desired behavior was ultimately of more use to us.
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