License requirements for Personal Archive and retention policies:
- Microsoft Exchange Server Enterprise Client Access License (CAL)
- Outlook 2010 included with Microsoft Office Professional Plus 2010 (Outlook volume license)
Note: Outlook 2010 (Outlook volume license) included with Microsoft Office 2010 Standard does not support Exchange 2010 archiving.
Clients that Support the Exchange 2010 Personal Archive
License requirements for Personal Archive and retention policies
Create a Retention Tag Policy for Deleted Items folder:
Organisation Configuration > Mailbox > Retention Policy Tags > New Retention Policy Tag
Archive the mailbox content older than 3 months:
Give it a descriptive name: CompanyName – Archive everything older than 3 months
Tag Type: All other folders in the mailbox
Age limit for retention (Days): 90
Action…: Move to Archive
Comments:
This Default Policy Tag is used for archiving of the mailbox content older than 90 days, except for the Deleted Items content which is processed by "Deleted Items Clean-Up" Retention Policy Tag.
For mailboxes that use retention policies, the retention age of mailbox items is calculated from the date of delivery. When the Managed Folder Assistant processes items in a mailbox, it stamps a start date and an expiration date for all items that have retention tags with the Delete and Allow Recovery or Permanently Delete retention action. Items that have an archive tag are also stamped with a move date.
In Exchange 2010 Service Pack 1 (SP1), the retention age for items in the Deleted Items default folder is calculated based on the date of delivery unless the item was moved or deleted from a folder that doesn't have an inherited or implicit retention tag.
Delete the Deleted Items folder content older than 10 days:
Give it a descriptive name: CompanyName – Deleted Items Cleanup
Tag Type: Deleted Items
Age limit for retention (Days): 10
Action…: Delete and Allow Recovery
Comments:
This Retention Policy Tag is used for setting expiry date of the content in the Deleted Items folder, deleting the content older than 10 days and marking the deleted content as recoverable.
For mailboxes that use retention policies, the retention age of mailbox items is calculated from the date of delivery. When the Managed Folder Assistant processes items in a mailbox, it stamps a start date and an expiration date for all items that have retention tags with the Delete and Allow Recovery or Permanently Delete retention action. Items that have an archive tag are also stamped with a move date.
In Exchange 2010 Service Pack 1 (SP1), the retention age for items in the Deleted Items default folder is calculated based on the date of delivery unless the item was moved or deleted from a folder that doesn't have an inherited or implicit retention tag.
Configure Managed Folder Assistant:
In Exchange 2010 SP1, the Managed Folder Assistant is a throttle-based assistant. Throttle-based assistants are always running and don't need to be scheduled. The system resources they can consume are throttled. You can configure the Managed Folder Assistant to process all mailboxes on a Mailbox server within a certain period (known as a work cycle).
The Managed Folder Assistant stops as soon as all mailboxes are processed. It doesn't run continuously until the end of the scheduled period.
When the Managed Folder Assistant is running, it processes all the mailboxes on a server. If the Managed Folder Assistant doesn't finish processing the mailboxes on the server during the time that you've scheduled, it automatically resumes processing where it left off the next time it runs. There is one Managed Folder Assistant for each server.
To configure the assistant to process each mailbox once a week:execute the following command for each mailbox server:
Set-MailboxServer MailboxServerName -ManagedFolderWorkCycle 7
Remove the Archive database from automatic mailbox distribution process:
By default, all online and healthy mailbox databases on Exchange 2010 servers in the local Active Directory site can be chosen by automatic mailbox distribution to store a new or moved mailbox. However, you might want to exclude some databases from the distribution process for various reasons.
To check all databases:
Get-MailboxDatabase | ft Name,IsExcludedFromProvisioning,IsSuspendedFromProvisioning
To check a single database:
Get-MailboxDatabase -Identity DBname |fl IsExcludedFromProvisioning,IsSuspendedFromProvisioning
To exclude a single database:
Set-MailboxDatabase -Identity DBname -IsExcludedFromProvisioning $true
To turn automatic mailbox distribution off for all databases (turn off Mailbox Resources Management Agent):
Disable-CmdletExtensionAgent "Mailbox Resources Management Agent"
To see which agents are enabled and which run first:
Get-CmdletExtensionAgent | Format-Table Name, Enabled, Priority
Configure quota and deletion settings for archive mailboxes:
Issue warning at (MB): 900
Prohibit send at (MB): 1024
Prohibit send and receive at (MB): 1024
Keep deleted items for (Days): 7
Keep deleted mailboxes for (days): 30
Don’t permanently delete items until the database has been backed up: enabled
Create a new retention policy:
Organisation Configuration > Mailbox > Retention Policies > New Retention Policy
Combine archiving and processing of Deleted Items:
Give it a descriptive name: CompanyName – Archiving and Deleted Items management
Add the 2 earlier created policy tags:
CompanyName – Archive everything older than 3 months
CompanyName – Deleted Items Cleanup
Select Mailboxes: …
Enable archiving for specific mailboxes:
Recipient Configuration > Mailbox > select and right click mailboxes > Enable Archive
Select:
Create a local archive
Select a specific mailbox database (select the archive database)
Note: Once Archiving is disabled for a user, their archive mailbox is detached and it shows up under Disconnected Mailboxes with ‘Is Archive’ value set to true. The mailbox can be reconnected to the original owner, but not to any other account. Also, the archived content will stay in the disconnected archive mailbox and will be deleted once the interval “Keep deleted mailboxes for (days)” expires.
More info:
Configure the Managed Folder Assistant
Create a Retention Tag
Disable a Cmdlet Extension Agent
How Retention Age is Calculated
Understanding Managed Folders
Understanding Personal Archives
Understanding Retention Tags and Retention Policies
View Existing Cmdlet Extension Agents
Where Did That New Exchange 2010 Mailbox Go?
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