In the previous articles on archiving I’ve talked about setting retention policies on mailbox folders. In this fifth part of the series, personal tags will be implemented, which gives the user control over the retention time applied to items in their mailbox.
How does this work?
In Outlook and Outlook Web App users will receive the possibility to apply configured personal tags to items. These tags control the actual retention time and action applied to the item. Personal tags can be attached to items that are already under control of previously configured company-wide tags and can be attached to user-created folders or subfolders and individual items, but not to default folders like “Inbox”, “Sent Items” etc.
When an administrator sets a company-wide retention policy on a folder and besides this gives the user the ability to place personal tags on folders or items the personal tags can be used to make sure a particular item or -for example- subfolder never gets archived, or has a different action applied to it.
As an Exchange administrator, you should configure the following subset of elements to implement retention tags:
- Create Retention Tags
- Create Retention Policies
- Link Retention Tags to Retention Policies, and Link the Policy to users.
0. Set up your Exchange environment.
Part 1 in this series on Exchange 2010 SP1 archiving talks about setting up our Exchange environment to make it ready for archiving. It is a prerequisite to follow part 1 first.
1. Create Retention Tags
Personal Retention Tags that will be made available to your users, who can “attach” them to items (like mail messages, calendar items etc), but also to folders. Create the retention tags as follows:
1a. Using the Exchange Management Console (EMC):
- Start the Exchange Management Console
- Navigate to Organization Configuration, Retention Policy Tags and Select “New Retention Policy Tag”. Continue reading