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After a policy is created and retention tags have been linked to it, you can apply that policy to mailboxes; no single mailbox can have more than one policy applied to it at the same time. Retention policies are applied using the Set-Mailbox cmdlet with the RetentionPolicy parameter. They can also be applied through the properties of the retention policy or the Messaging Records Management properties of a mailbox in the Exchange Server 2010 SP1 EMC. The Messaging Records Management properties dialog box of a mailbox is shown in Figure 8-4.
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FIGURE 8-4 Applying a retention policy to a mailbox
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Migrating from Managed Folders to retention policies
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Migrating from managed folders to retention tags and retention policies is essentially a three-step process:
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Create retention tags based on the existing managed folders and their managed content settings.
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Designing and Implementing Messaging Records Management ChapTEr 8 355
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Create a retention policy and link the retention tags created in Step 1 to this policy. Apply the retention policy to mailboxes.
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Rather than creating a retention tag and manually defining retention settings to match the managed folder and managed content settings to be replaced, you can migrate the functionality of a particular managed folder to a retention policy tag as the tag is created. A retention policy tag can be created from an existing managed folder using the New-RetentionPolicyTag cmdlet with the ManagedFolderToUpgrade parameter, or by using the Port From Managed Folder To Tag Wizard in Exchange Server 2010 SP1. This wizard is shown in Figure 8-5.
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FIGURE 8-5 The Exchange Server 2010 SP1 Port From Managed Folder To Tag Wizard
Note
If you create a retention tag by porting an existing managed folder with EMC or
EMS, the tag created is automatically applied to the corresponding managed folder.
Creating retention policies was covered in detail in the Creating a Retention Policy section of this chapter; you can create retention policies using the New-RetentionPolicy cmdlet or by using the Exchange Server 2010 SP1 EMC. Applying a retention policy to mailboxes was covered in the Applying a Retention Policy to Mailboxes section of this chapter.
retention hold
A mailbox can be placed on retention hold when the user is absent for an extended period of time with no access to e-mail; this retention hold can be indefinite, or have scheduled start and stop dates and times. This temporarily suspends retention policy processing for that mailbox, so that messages are not deleted or moved to the user s personal archive before he has an opportunity to review them on his return. A retention comment can also be configured; this comment can inform the user about the retention hold, including when the hold is scheduled to start and end. Retention comments are displayed in supported Outlook clients (Outlook 2010 and later), and can be localized so that the user sees the comment in his preferred language. Retention comments are also used for litigation hold, as discussed in
356 ChapTEr 8 Automated Message Processing, Compliance, and Archiving
the Litigation Hold section of this chapter, and are displayed in the Outlook 2010 Backstage view as shown in Figure 8-13. A retention hold can be configured on a mailbox via the Exchange Control Panel or the EMC. In the EMC, they are configured by accessing the Properties dialog box for the mailbox and then accessing the Messaging Records Management properties from the Mailbox Settings tab as shown in Figure 8-6.
FIGURE 8-6 Configuring a retention hold via the EMC
Managed Folders
Although they are de-emphasized in Exchange Server 2010, Managed Folders are another technology that provides MRM; it is recommended that you migrate any existing Managed Folders to retention policies, and that you deploy retention policies for new MRM implementations. Managed Folders are composed of the following components:
n n n n
Managed folders (default and custom) Managed content settings Managed folder mailbox policies Managed Folder Assistant
Managed Folders requirements
A mailbox must reside on an Exchange Server 2010 or Exchange Server 2007 computer to be able to apply a managed folder mailbox policy to it. Mailboxes with a managed folder mailbox policy applied to them can be accessed via Outlook 2010, Outlook 2007, Outlook 2003 SP2, Exchange Server 2010 Outlook Web App, and Exchange Server 2007 Outlook Web Access; versions of Outlook older than Outlook 2003 SP2 are not supported. Outlook 2003 SP2 clients will not have access to all the features that are available to Outlook 2007 or higher
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