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Retention policy tags (RPTs) apply retention settings to default folders within the mailbox, such as Deleted Items, Sent Items, and Contacts. You cannot apply an RPT to individual items, although you can apply a different tag to items within a folder with an RPT applied to it. In addition, users can t apply a different tag to a default folder. You can create RPTs for the following default folders:
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Calendar Deleted Items Drafts Inbox Junk E-Mail Journal Notes Outbox Sent Items Tasks RSS Feeds Sync Issues Conversation History
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In addition to the preceding list, a default policy tag (DPT) can be created; when a DPT is added to a retention policy and that retention policy is assigned to a mailbox, the tag settings apply to all folders and items within the mailbox that do not have other tags assigned or through inheritance on the folder.
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a retention policy can only contain a single DpT.
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Finally, you can create personal tags. When you create a personal tag and add it to a retention policy, a user whose mailbox the policy has been assigned to can tag individual items or non-default folders within his mailbox with that personal tag. The result is that the settings defined within the personal tag are applied to the item or folder; if applied to an item, the personal tag overrides other tags that may be assigned to the folder, or any default policy tag applied to the mailbox. If applied to a non-default folder, the tag replaces any tag previously assigned to that folder.
personal tags cannot be applied to default folders.
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In Exchange Server 2010 SP1, retention tags and retention policies can be created through the Exchange Management Console (EMC). The New Retention Policy Tag Wizard is shown in Figure 8-2. A default policy tag is created by selecting All Other Folders In The Mailbox as the tag type in the wizard, whereas a personal tag is created by selecting Personal Folder. Selecting any other tag type creates a retention policy tag.
FIGURE 8-2 The Exchange Server 2010 New Retention Policy Tag Wizard
Automated Message Processing, Compliance, and Archiving
Retention tags can also be created via the Exchange Management Shell (EMS); it is worth noting that localized tag names and message class settings can only be configured through the EMS.
a mantra to keep in mind for retention tags especially personal tags, which are
visible to the end users as choices they can make is keep it simple. If an excessive number of retention tag choices are presented in the Outlook 2010 or OWa interface, the user will be more likely to give up on her attempts to use them. The best approach is to design the absolute minimum number of retention tags and retention policies required to meet the needs of your corporate e-mail policy for the organization as a whole, keeping policies broad enough to be used across as many mailboxes as possible. You can then use these policies and tags as a baseline to design and deploy other retention policies for specific sections or departments as required, while re-using retention tags where possible. This not only keeps the Outlook or OWa interface uncluttered, but also greatly reduces your management overhead. although the technology will support creating hundreds of retention tags in hundreds of retention policies, you will seldom have a good reason to do so.
Retention policies are collections of retention tags that you apply to mailboxes to implement retention settings for items and folders in those mailboxes. Retention tags cannot be applied to a mailbox directly; they must be included in a retention policy, and that policy is then assigned to a mailbox or mailboxes. A mailbox cannot be assigned more than one retention policy, although retention tags can be added to or removed from a retention policy at any time. A retention policy can be composed of:
One or more retention policy tags for default folders, although you can t link more than one RPT of a particular type (such as Inbox) to a particular retention policy. One default policy tag. Any number of personal tags, although it is recommended to have no more than 10 to keep it simple for users.