Microsoft exchange records management

You can implement this policy by creating a single default policy tag DPT for the mailbox. However, this doesn't ensure that messages are retained for the specified period. Users can still delete messages before retention period is reached. Move messages to archive mailboxes : In this strategy, you implement MRM policies that move items to the user's archive mailbox. An archive mailbox provides additional storage for users to maintain old and infrequently accessed content.

Retention tags that move items are also known as archive policies. Remove messages based on folder location : In this strategy, you implement MRM policies based on email location. For example, you can specify that messages in the Inbox are retained for one year and messages in the Junk Email folder are retained for 60 days. You can implement this policy by using a combination of retention policy tags RPTs for each default folder you want to configure and a DPT for the entire mailbox.

If you don't want items in these folders or other default folders to expire, you can create a disabled retention tag for that default folder. Allow users to classify messages : In this strategy, you implement MRM policies that include a baseline retention setting for all messages but allow users to classify messages based on business or regulatory requirements.

In this case, users become an important part of your records management strategy - often they have the best understanding of a message's retention value. Users can apply different retention settings to messages that need to be retained for a longer or shorter period. You can implement this policy using a combination of the following:.

For example, you can use a retention policy with personal tags that have a shorter retention period such as two days, one week, or one month , as well as personal tags that have a longer retention period such as one, two, or five years. Users can apply personal tags with the shorter retention periods for items such as newsletter subscriptions that may lose their value within days of receiving them, and apply the tags with longer periods to preserve items that have a high business value.

They can also automate the process by using Inbox rules in Outlook to apply a personal tag to messages that match rule conditions. Retain messages for eDiscovery purposes : In this strategy, you implement MRM policies that remove messages from mailboxes after a specified period but also retain them in the Recoverable Items folder for In-Place eDiscovery in Exchange Server purposes, even if the messages were deleted by the user or another process.

Contents Exit focus mode. Please rate your experience Yes No. Any additional feedback? Note Because records management uses retention labels to mark an item as a record, many scenarios in this table are also listed as common scenarios for retention policies and retention labels. Submit and view feedback for This product This page. View all page feedback. In this article. Declare records by using retention labels. Use record versioning to update records stored in SharePoint or OneDrive.

Let admins and users manually apply retain and delete actions for documents and emails: - SharePoint - OneDrive - Outlook and Outlook on the web. Create retention labels and apply them in apps. Let site admins set default retain and delete actions for all content in a SharePoint library, folder, or document set.

Let admins apply retain and delete actions to a document understanding model, so that these are automatically applied to identified documents in a SharePoint library. Understanding management role scopes. Message Tracking role. Retention Management role. Transport Rules role. Skip to main content. This browser is no longer supported. Download Microsoft Edge More info. Contents Exit focus mode. Is this page helpful? Please rate your experience Yes No.

Any additional feedback? In this article. To help prevent accidental configuration, this option is not available by default but must first be enabled by using PowerShell. Instructions are included in Declare records by using retention labels. See Get started with records management. This article has information about subscriptions, permissions, and links to end-to-end configuration guidance for records management scenarios.

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Any additional feedback? Note For completeness, the table includes columns for a locked and unlocked record, which is applicable to SharePoint and OneDrive, but not Exchange.