For the second part of my article on Compliance Management, I will cover Retention Policies, Retention Tags, and Journaling.
Retention policies are made up of a set of one or more Retention Tags. These tags are applied to messages that allow Exchange to process the message appropriately for archiving. The use of customized polices allows a good amount of flexibility for either the end user with Personal Tags or for the Administrator with Default
Tags or Retention Policy Tags.
To create a new post click the ‘+” which brings up the Policy page:
Give the policy a name and then add some tags to the policy:
The tags have been added:
Now we have a policy to apply to the users:
Polices in place now:
Once a policy has been created, you can apply the policy to one or more users by going to the Recipients tab on the right. For a single user, simply highlight the user in the console and click the edit button. Then select ‘Mailbox Features’:
Use the drop-down box under Role Assignment Policy and select the new policy you create and click Save:
To modify more than one user, highlight the mailboxes that need the policy and click ‘more option’:
Click ‘Update’ under Retention Policy:
Then use the drop down box to pick the policy you want to apply:
If we add Retention Policy to the Recipient view you can see what policies are applied to the mailboxes:
Exchange 2013 comes with a preset group of tags just like in Exchange 2010:
The default tags are:
“Retention tags are used to apply retention settings to folders and individual items such as e-mail messages and voice mail. These settings specify how long a message remains in a mailbox and the action to be taken when the message reaches the specified retention age. When a message reaches its retention age, it’s moved to the user’s In-Place Archive or deleted. Unlike managed folders (the MRM feature introduced in Exchange Server 2007), retention tags allow users to tag their own mailbox folders and individual items for retention. Users no longer have to file items in managed folders provisioned by an administrator based on message retention requirements.”
There are three types of retention tags in Exchange Server 2013:
Default Policy Tags – apply to any untagged item in a mailbox. If there is no retention tag applied these will be applied.
Retention Policy Tags – are applied to default folders like Inbox, Sent Items and Deleted Items. Users cannot apply these tags.
Personal Tags – These are tags that the user can place on items or folders they want to control.
How do we create a custom tag? First, decide how we want the tag to be applied:
For my test I will select Entire Mailbox:
We can edit this policy after it is created as well:
Once a tag has been created, it can be added to an existing or a new Retention Tag Policy. In my case I have an existing Retention Policy that I would like to add
the new tag too:
First, edit the policy:
Then click add:
To get more information on Retention Tags in Exchange Server 2013, check out these TechNet articles:
To create a new Journal Rule, click on the ‘+”:
** I would highly recommend that the journaling mailbox be places in a separate database.
You can then edit the rule to verify your settings:
You can also create a more targeted journaling rules:
Your choices are a specify user or all messages. This choice is self-explanatory.
Here you can chose between all messages, internal messages or external messages. Potentially you could journal all internal email for an internal audit process or all external emails to capture any email sent to an external entity.
If you need more information on journaling in 2013 the best place to look is TechNet. Specifically these links would be the best place to start: