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Setting the retention limits for a mailbox store
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In addition to telling how long Exchange should retain messages, you can also establish how long until Exchange should delete messages using a new feature called Messaging Records Management
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Exchange Server 2007 has a few new features to manage the retention (or lack thereof) of messages and their content Exchange administrators can now establish size quotas for mailbox folders, specify that message content be moved or deleted after a period of time, and even extend the retention of messages, if desired These settings provide the flexibility to only retain desired content while removing unneeded content, which makes retrieval of important information either very easy (in the case of retaining only data related to compliance) or impossible (in the case of deleting all information after a specified period of time)
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The following is the process of establishing Messaging Records Management: 1 Define the folders within a mailbox that are to be managed (whether default folders or custom folders) 2 Establish the content settings for the folders being managed 3 Create Mailbox Policies that combine the various managed folders and their content settings 4 Apply the appropriate Mailbox Policy to each user s mailbox We ll walk through each step in the following sections
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Defining Managed Folders
A managed folder within a mailbox is one that can have its content managed by Exchange Specifying a folder as being managed in and of itself does nothing; it is simply the first step in defining those folders that Exchange can manage The default folders in a user s mailbox are marked as being managed (as shown in the Exchange console by expanding Organization Configuration, selecting Mailbox, and then clicking the Managed Default Folders tab) with the ability to specify comments to Outlook clients when folders are selected (this feature allows the user to be notified of the purpose of a folder or what content is appropriate)
NOTE A special folder called Entire Mailbox exists on this tab to manage all folders within the
mailbox with the same managed settings The Managed Custom Folders tab can be used to create additional standardized folders to be managed within each user s mailbox To create a custom managed folder from within the Exchange console, follow these steps: 1 Expand Organization Configuration and select the Mailbox node 2 Select the Managed Custom Folders tab 3 In the Actions pane, click New Custom Managed Folder to start the wizard 4 On the New Managed Custom Folder pane of the wizard, provide a name for the object, a name for the folder to be viewed in Outlook, a storage limit for this folder and any subfolders, and an optional comment to be displayed when the folder is viewed within Outlook (see Figure 15-2) Here s how to create a new custom managed folder from the Exchange shell:
New-ManagedFolder -Name '<Folder-Object-Name>' -FolderName '<Folder-Name>' -StorageQuota '<size>' -Comment '<Comment-Viewed-In-Outlook>'
Establishing Managed Content Settings
Once the folders to be managed are defined, the content management actions must be specified for each You can utilize the managed folders as part of a content management policy by establishing the managed content settings for the organization It is important to note that the content settings are not based on the folder within a mailbox, but are focused on the content type This way, Exchange can address old voicemails, calendar entries, faxes,
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FIGURE 15-2
Creating a new managed custom folder to assist with records management
notes, and such appropriately, regardless of where in the user s mailbox they reside To specify these settings from within the Exchange console, follow these steps: 1 Expand Organization Configuration and select the Mailbox node 2 Select the Managed Default Folders tab 3 Select the folder you want to apply settings to 4 In the Actions pane, select New Managed Custom Settings 5 In the wizard, provide a name and then select the message type (which is determined by the message class), the retention period duration and start criteria, and what action to take once the retention period is reached
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