Microsoft Office Tutorials and References
In Depth Information
Holds
Retention tags
Retention tags are discrete actions that can be applied to email messages and folders.
Retention tags are designed to be very granular. Here are a few examples of retention tags:
Move items that are 180 days old from the Inbox to the Personal Archive.
Permanently delete items in the Personal Archive that are older than 1,825 days (five
years).
Delete, but enable recovery of items that are older than 5 days in the Junk Mail
folder.
Retention policies
Retention policies comprise multiple retention tags. It is a way to apply different
retention tags to different items under a single policy and to facilitate workflows that carry out
sequential actions on items, such as moving items from the primary mailbox to the archive
mailbox if they are two years old, and then deleting them after five years. Using the three
retention tag examples, you can combine all of them into a single organization retention
policy and apply the retention policy to all mailboxes. If you do that, your organization’s
email compliance statement will look something like this:
Adatum Inc. Email Retention Policy
All emails that are 180 days old are automatically moved from your primary mailbox to
your personal archive, where they will reside for 4.5 years, at which time they will be
permanently deleted. Emails that are determined by the system to be junk mail are stored in
the junk mail folder for 5 days, after which they will be deleted. However, if you believe that
an email was accidentally identified as junk and you did not get to it within 5 days, you can
recover it from your recycle bin within 14 days after it was automatically deleted.
Holds
Retention policies are sometimes misunderstood because of their name. It is easy to
forget that retention tags and policies are responsible only for moving or deleting content
to ensure the content does not exceed its retention schedule. Retention tags and policies
do not actually preserve content. This means if a user decides to delete an email on the
first day it arrives, the retention policy you just put in place does not prevent the user from
doing so.
To enforce the preservation of email content, Exchange uses the concept of a Legal Hold
(Exchange Online 2010) or an In-Place Hold (Exchange Online 2013). Another interesting
concept about enforced preservation is that the user is not prevented from carrying out
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