Learn about retention policies in Exchange 2016. The architecture is discussed, including the features of default, retention, and personal tags.
- [Instructor] One of the challenges in maintaining an email server is finding that balance between keeping all of the messages that you need without overrunning storage space on your server. Exchange has message records management features that can help with this. The architecture of this feature is similar to the DLP feature. Here too, we have policies applied to users or mailboxes. And these policies contain rules.
The retention rules are referred to as retention tags and there are three kinds. Default policy tags are the ones that will apply to any folder in a mailbox that has no other tag applied. This is not the first type of rule to be applied, but the first one that you should configure. Default policy tags are the baseline rules that should enforce the company's general purpose archiving strategy. Each policy and each user will apply no more than one default tag.
So make sure this one is configured correctly. The second type of tag is the retention policy tag. These are the tags that you will create to add more granular control over specific folders in the mailbox. These tags would be applied to the inbox or the deleted items folder, or the junk folder to give those specific locations special rules. The third type of tag that you will create is the personal tag.
Personal tags are not things that you will assign. These are tags that you will define and make available so users can assign them to folders or individual items at their discretion. These tags are great for sub-folders that users may create within their own mailboxes. Each of these tags will be created with two properties. A timer to specify how long to wait before applying the action. And the action that will be taken when the timer runs out.
This is where the name retention tag can be a little bit confusing. The three available actions all have to do with removing mail from a mailbox, not retaining it. The first option is to move the expired message to the user's archive mailbox. For example, a default tag could be created to move any message over two years old out of the user's mailbox and to the archive. This would help manage the overall size of the mailbox.
One important detail about the archive option, it is not available on retention policy tags. This can only be used on default tags and personal tags. The second action that could be taken is to move the message to the user's recoverable deleted items folder. This doesn't reduce the size of the actual mailbox on the server, but it does control the retention of messages in a specific folder. This could be useful as a personal tag.
Consider a folder that a user created just for special offers from vendors, since most offers are only valid for a few weeks, a personal tag could be applied that had the action of delete and allow recovery. That tag could be applied to this vendor's offer sub-folder so that messages over, say, 30 days old would be removed from the folder but would still be recoverable. If a personal tag was applied that had the action of delete and allow recovery, that tag could be applied to the vendor offers folder so messages over 30 days old would be removed from the folder but would still be recoverable.
Some of you are thinking that special offers aren't the kind of thing that you would ever need to recover. The third action you can choose when creating a tag is permanently delete. So long as the user's mailbox isn't subject to some type of litigation or in place hold, the message will be removed at the specified age and will not go to the recoverable items folder. This type of tag may be useful on the junk folder or other location that contains messages that just need to go away.
If there is some type of hold placed on the mailbox, messages with this tag will land in the recoverable items folder as long as the hold specifies. Now we're going to take a look at these types of holds later on in the course. Retention tags and policies do not prevent users from deleting messages, but they can help manage the size of a user's mailbox. This helps you manage storage on the exchange server and it helps the users keep a more manageable amount of email in their inboxes and other folders.
- Data loss prevention (DLP) solutions
- DLP solutions for business requirements
- Archiving and message records management
- Planning and configuring retention policies
- Assigning retention policies to users
- RBAC roles for eDiscovery
- Compliance solutions
- How to use MailTips
- Mailbox and administrative auditing