Messaging Records Management v2.0 in Exchange Online IT …download.microsoft.com/download/F/7/2/F72C8008-08FC-42FC... · 2018-10-17 · to recover deleted messages. To do so, the

Messaging Records Management v2.0 in Exchange Online

Office 365 – Dedicated & ITAR-Support Plans

Revised: August 18, 2015

© 2011 Microsoft Corporation. All rights reserved.

Messaging Records Management v2.0 in Exchange Online

IT Professional & Customer Helpdesk Feature Guide

Dedicated & ITAR-Support Plans

MRM v2.0 in Exchange Online

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What you should know and consider before using MRM v2.0 ............................................... 4

About Messaging Records Management v2.0 .......................................................................... 5

About Retention Tags .......................................................................................................................................... 6

Types of retention tags ................................................................................................................................ 6

Retention Policy Tags and Default Folders ........................................................................................... 9

About Retention Policies ................................................................................................................................. 10

Policies that ship with Exchange ........................................................................................................... 10

MSO provided Retention Policy examples ........................................................................................ 10

About the Managed Folder Assistant ......................................................................................................... 11

MRM Self-Service Administration ........................................................................................... 12

Working with tags .............................................................................................................................................. 12

Viewing tags .................................................................................................................................................. 12

Creating a Default Policy tag .................................................................................................................. 12

Creating a Retention Policy tag ............................................................................................................. 13

Creating a Personal tag ............................................................................................................................. 13

Working with Retention Policies ................................................................................................................... 13

Moving Items between Folders ............................................................................................................. 13

View existing Retention Policies ............................................................................................................ 13

Creating a New Retention Policy ........................................................................................................... 14

Apply a Retention Policy to a mailbox ................................................................................................ 14

Remove a Retention Policy from a mailbox ...................................................................................... 14

Disabling a Retention tag......................................................................................................................... 14

Retention Hold..................................................................................................................................................... 14

Frequently Asked Questions ..................................................................................................... 15




What you should know and consider before using MRM v2.0

This document should be read in full before deploying Messaging Records Management (MRM) v2.0 in

your organization. Please be aware that MRM v2.0 supports features that move or delete email within a

user mailbox. Any MRM related action can have a significant impact and should be done with extreme

caution.

If MRM v2.0 features are used improperly or in

error, the consequences may be disastrous.

Applying policies to thousands of existing mailboxes may have a negative impact to the servers

and, if there are end-user issues, excessive load on the Help Desk staff.

Large scale MRM changes can have additional peripheral impacts. As an example, moving items

between folders can force an update to the end user Offline Storage Table (OST) file held on

client machines which may cause excessive network saturation and impact other services.

There are five important things to remember when creating or modifying MRM policies:

1. MRM provides the option to permanently delete e-mail messages.

Using this option will delete e-mail and not allow any recovery of these items.

2. All policies should be piloted on a single user or small groups of users.

3. Modifications to existing policies will impact all users already assigned to the policy and should

be done with extreme caution.

4. The end-user experience for all policies should be tested and verified to be functioning as

expected before applying it across any large groups of users.

5. Microsoft will not perform restoration for any items deleted by a policy.




About Messaging Records Management v2.0

For business, legal, or regulatory reasons, you may have to retain e-mail messages sent to and from

users in your organization, or you may want to remove e-mail that you aren't required to retain.

Messaging Records Management (MRM) V2.0, the records management technology introduced in the

11.3 release of Microsoft Exchange Online, enables you to control how long to keep items in users'

mailboxes and define what action to take on items that have reached a certain age. Controls and actions

are set using retention tags (default policy tags, retention policy tags, and Personal tags) linked to a

retention policy which is applied to a mailbox as illustrated below.




About Retention Tags

Types of retention tags

Retention tags define and apply retention settings to messages and folders in a user's mailbox.

Retention tags specify how long a message is kept and the action taken when the message

reaches the specified retention age. When a message reaches its retention age, it's moved to the

user's archive mailbox or it's deleted. Retention tags are linked to a retention policy.

There are three types of retention tags:

1. Default Policy tag (DPT) – DPTs apply to untagged mailbox items in the entire mailbox.

Untagged items are mailbox items that don't already have a retention tag applied, either

by inheritance from the folder in which they're located or by the user via a personal tag.

2. Retention Policy tag (RPT) - RPTs apply retention settings to default folders such as the

Inbox, Deleted Items, and Sent Items. Mailbox items in a default folder that have an RPT

applied inherit the folder's tag. Users can't apply or change an RPT applied to a default

folder, but they can apply a different tag to the items in a default folder.

You can use the New-RetentionPolicyTag with the -Type All parameter to make

any RPT a DPT.

3. Personal tags – Personal tags are available to Outlook 2010 and Outlook Web App users

as part of their retention policy. Users can apply Personal tags to folders they create or to

individual items, even if those items already have a different tag applied. These tags are

applied by the end user to non-Default folders and to individual items.

Note: Administrators configure and apply DPTs & RPTs. Personal tags are configured by Administrators and applied by end-users.

Retention Actions

When you create a retention tag, you must select one of the following actions to specify which

retention action should apply to a mailbox item when it reaches its retention age:

MoveToDeletedItems

DeleteAndAllowRecovery

PermanentlyDelete

MarkAsPastRetentionLimit

MoveToDeletedItems

The MoveToDeletedItems action moves messages to the Deleted Items folder. This emulates

the behavior experienced by users when they delete a message.




Items in the Deleted Items folder can be moved back to the Inbox or any other mailbox folder.

Depending on the user's mailbox settings in Outlook or Outlook Web App, the Deleted Items

folder may be emptied when the user logs off Outlook Web App or closes Outlook. You can

also create an RPT for the Deleted Items folder to take the required action after a specified

period.

The action “MoveToDeletedItems” is NOT recommended. This moves deleted messages to the

Deleted Items folder – while this makes the item easier to recover, it may cause a tremendous

amount of client synchronization traffic. All of the messages are new to the Deleted Items

folder and must be synced as such when the end user has a synched profile (Outlook cache

mode).

DeleteAndAllowRecovery

The DeleteAndAllowRecovery action emulates the behavior when the Deleted Items folder is

emptied or the user hard deletes a message. When this happens, and deleted item retention is

configured for the user, messages move to the Recoverable Items folder.

The Recoverable Items folder (also known as the dumpster) provides the user another chance

to recover deleted messages. To do so, the user would access the Recover Deleted Items dialog

box in Outlook 2010 or Outlook Web App.

The action “DeleteAndAllowRecovery” is recommended. This deletes the message in place, but

allows the end user to use Recover Deleted Items to fetch the item if needed.

PermanentlyDelete

The PermanentlyDelete action permanently deletes a message. When this action is applied to a

message, the message is purged from the mailbox and not recoverable. This action is like a

deleted message being removed from the Recoverable Items folder. After this happens, the

user or administrator can no longer recover the message.

The action “PermanentlyDelete” is NOT recommended.

Note: All messages within the tag’s filter settings will be permanently deleted when using this option.

MarkAsPastRetentionLimit

The MarkAsPastRetentionLimit action marks a message as past the retention limit. Supported

Outlook clients (Outlook 2010 and Office Outlook 2007) use strikethrough text when displaying

messages that are past their retention limit. The strikethrough text will notify users that the

message is expired. As a result, they can take further action, such as deleting the message. This

action can help create awareness about the MRM functionality in your organization.




Personal tags that ship with Exchange

The following Personal tags are included with Exchange 2010 SP1.

Tag Name Type Retention Age (days) Retention Action

1 Month Delete Personal 30 DeleteAndAllowRecovery

1 Week Delete Personal 7 DeleteAndAllowRecovery

1 Year Delete Personal 365 DeleteAndAllowRecovery

5 Year Delete Personal 1825 DeleteAndAllowRecovery

6 Month Delete Personal 180 DeleteAndAllowRecovery

Default 2 year move to archive All 730 MoveToArchive

Never Delete Personal DeleteAndAllowRecovery

Personal 1 year move to archive Personal 365 MoveToArchive

Personal 5 year move to archive Personal 1825 MoveToArchive

Personal never move to archive Personal MoveToArchive

Recoverable Items 14 days move to archive RecoverableItems 14 MoveToArchive

Note: Archive policies are not applicable in Microsoft Exchange Online because managed mailboxes are not enabled for Exchange native archiving.

MSO provided tag examples

The RPTs in the table below may be applied to default folders, such as Inbox, Sent Items,

Deleted Items, and Junk Mail by an administrator.


Enforced: Conversation History ConversationHistory 90 DeleteAndAllowRecovery

Enforced: Deleted Items DeletedItems 30 DeleteAndAllowRecovery

Enforced: Drafts Drafts 365 DeleteAndAllowRecovery

Enforced: Inbox Inbox 180 DeleteAndAllowRecovery

Enforced: Journal Journal 730 DeleteAndAllowRecovery

Enforced: Junk E-Mail JunkEmail 30 DeleteAndAllowRecovery

Enforced: RSS Feeds RssSubscriptions 30 DeleteAndAllowRecovery

Enforced: Sent Items SentItems 365 DeleteAndAllowRecovery

Enforced: Sync Issues SyncIssues 90 DeleteAndAllowRecovery




MSO provided Personal tag examples

Personal tags are available to Outlook 2010 and Outlook Web App (OWA) users as part of their

retention policy. Users can apply Personal tags to folders they create or to individual items, even

if those items already have a different tag applied.

Below are MSO provided Personal tags that end users may assign to their folders and messages.


Delete after 2 days Personal 2 DeleteAndAllowRecovery

Delete after 1 week Personal 7 DeleteAndAllowRecovery

Delete after 2 weeks Personal 14 DeleteAndAllowRecovery

Delete after 1 month Personal 30 DeleteAndAllowRecovery

Delete after 3 months Personal 90 DeleteAndAllowRecovery

Delete after 6 months Personal 180 DeleteAndAllowRecovery

Delete after 1 year Personal 365 DeleteAndAllowRecovery

Delete after 2 years Personal 730 DeleteAndAllowRecovery




Note that Personal tags cannot be applied to the default Outlook folders e.g. the Inbox or Sent Items folders; however, Personal tags may be applied to messages within the default folders

Retention Policy Tags and Default Folders

Default folders such as Inbox, Deleted Items, and Sent Items each get a Retention Policy Tag

(RPT) applied as specified in the retention policy. Users cannot change the RPTs associated with

default folders. However, a user can apply a Personal tag to an item in a default folder causing

the item to have a different retention setting than the folder in which it resides. Similarly, a user

can also assign a Personal tag to a user-created folder, but a different Personal tag to an item in

that folder.

In each Exchange Online environment, Microsoft creates a set of policy tags and policies. Your

organization can use these objects “as is” or as examples to create your own tags and policies.

Only authorized administrators of your organizations IT staff are responsible for defining the

necessary Policy Tags (settings), Policies (collections of Policy Tags) and assigning the Policies to

mailboxes. Advantages of retention policies include:

The ability to apply them on a per folder basis

Not requiring a pre-defined folder structure




About Retention Policies

Retention policies use retention tags to apply retention settings to e-mail messages and folders.

Retention tags define an age limit that specifies how long items are retained and an action that

specifies what happens to items that reach the retention age limit. Retention tags are linked to a

retention policy which is then applied to a mailbox. Mailboxes that have a retention policy applied to

them are processed by the Managed Folder Assistant, a mailbox assistant that runs on a schedule

and provisions retention tags in mailboxes.

Policies that ship with Exchange

The following table lists the default retention tags linked to the Retention Policy that is included

with Exchange 2010 SP1. Microsoft Office 365 does not modify, remove, or support these tags.

Tag Name Default Archive

& Retention Policy

1 Month Delete

1 Week Delete

1 Year Delete

5 Year Delete

6 Month Delete

Default 2 year move to archive

Never Delete

Personal 1 year move to archive

Personal 5 year move to archive

Personal never move to archive

Recoverable Items 14 days move to archive

Note: Archive policies are not applicable in Microsoft Exchange Online

because managed mailboxes are not enabled for Exchange native archiving.

MSO provided Retention Policy examples

Microsoft Exchange Online customers are provided three additional retention policies and tag

examples. You can use them as-is, modify them, or reference them as examples to create your

own policies.




Tag Name MSFT Primary

Retention Policy

MSFT Moderate

Retention Policy

MSFT Strict

Retention Policy

Delete after 1 month

Delete after 1 week

Delete after 1 year

Delete after 10 years

Delete after 2 days

Delete after 2 weeks


Delete after 3 months



Delete after 6 months

Enforced: Conversation History

Enforced: Deleted Items

Enforced: Drafts

Enforced: Inbox

Enforced: Journal

Enforced: Junk E-Mail

Enforced: RSS Feeds

Enforced: Sent Items

Enforced: Sync Issues

About the Managed Folder Assistant

The Managed Folder Assistant (MFA) is a process that runs on Mailbox servers and applies retention

policies and tags e-mail items for retention action. With the release of Exchange Online 11.3, the

MFA is a throttle-based assistant.

Throttle-based assistants don't run on a schedule. Instead, they're configured to process all

mailboxes on a Mailbox server during each work cycle.

Additionally, at a specified interval known as the work cycle checkpoint, the MFA refreshes the list of

mailboxes to be processed. During the refresh, the assistant inserts newly created or moved

mailboxes into the queue.




MRM Self-Service Administration

To administer MRM, users must belong to the E2010-MSO Self Service - User MRM Management

Universal Security Group or the MSFT SS User MRM Management Universal Security Group. Only one of

these USGs will exist in your environment.

Working with tags

Viewing tags

Use the Get-RetentionPolicyTag cmdlet to view current retention policy tags.

[PS] C:\>Get-RetentionPolicyTag RunspaceId : 26279f3f-ef2f-459b-b63e-2b484e21ee5c IsPrimary : False MessageClassDisplayName : All Mailbox Content MessageClass : * Description : Managed Content Settings RetentionEnabled : True RetentionAction : DeleteAndAllowRecovery AgeLimitForRetention : 30.00:00:00 TriggerForRetention : WhenDelivered MessageFormatForJournaling : UseTnef JournalingEnabled : False Type : DeletedItems SystemTag : False LocalizedRetentionPolicyTagName : {} Comment : Deleted Items are purged in 30 days Name : Tag-FIN-DeletedItems Identity : Tag-FIN-DeletedItems

Creating a Default Policy tag

The example below creates a DPT named Finance-Default. When applied to a mailbox as part of a

retention policy, the tag permanently deletes all items without a retention tag within 365 days.

Items of a particular message class such as Voicemail, for which a default tag (a retention tag of

type All) exists, aren't impacted. The IsPrimary parameter is used to define this tag as a primary

tag. Only one retention tag per retention policy can be set as the primary tag; this is done by

setting the IsPrimary parameter to $true.

New-RetentionPolicyTag "Finance-Default" -Type All -RetentionEnabled $true -AgeLimitForRetention 365 -RetentionAction PermanentlyDelete -IsPrimary $true

Like the previous example, the following example creates a DPT named Finance-Default.

However, this example uses the MarkAsPastRetentionLimit value for the RetentionAction

parameter. When applied to a mailbox as part of a retention policy; the tag marks all items

without a retention tag within 365 days as past the retention limit. Supported Outlook clients

(Outlook 2010 and Office Outlook 2007) use strikethrough text when displaying messages that

are past their retention limit.

New-RetentionPolicyTag "Finance-Default" -Type All -RetentionEnabled $true -AgeLimitForRetention 365 -RetentionAction MarkAsPastRetentionLimit -IsPrimary $true




Creating a Retention Policy tag

The example below creates a RPT named Finance-DeletedItems for the Deleted Items default

folder. When applied to a mailbox as a part of a retention policy, the tag deletes items of all

types in the Deleted Items folder in 30 days and allows recovery.

New-RetentionPolicyTag "Finance-DeletedItems" -Type DeletedItems -RetentionEnabled $true -AgeLimitForRetention 30 -RetentionAction DeleteAndAllowRecovery

Creating a Personal tag

The example below creates a Personal tag named Business Critical. When applied to mailbox

items as part of a retention policy, the items are deleted in approximately 7 years (2556 days).

New-RetentionPolicyTag "Business Critical" -Type Personal -Comment "Use this tag for all business critical mail" -RetentionEnabled $true -AgeLimitForRetention 2556 -RetentionAction DeleteAndAllowRecovery

Working with Retention Policies

You can use retention policies to group one or more retention tags and apply them to mailboxes.

A mailbox can't have more than one retention policy. Retention tags can be linked to or unlinked

from a retention policy at any time, and the changes automatically take effect for all mailboxes

that have the policy applied.

A retention policy can have the following retention tags:

One or more RPTs for supported default folders

o You can't link more than one RPT for a particular default folder (such as

Deleted Items) to the same retention policy.

One DPT with the Delete and Allow Recovery or Permanently Delete actions

One DPT for voice mail messages in Exchange Online

Any number of personal tags

Although you can add any number of Personal tags to a retention policy, having many Personal

tags with different retention settings can confuse users. We recommend linking no more than 10

Personal tags to a retention policy.

Moving Items between Folders

A mailbox item moved from one folder to another inherits any tags applied to the folder to which

it's moved. For example, if an item such as an e-mail is moved to a folder that doesn't have a tag

assigned, the DPT is applied to it. If the item has a tag explicitly assigned to it, the tag always

takes precedence over any folder-level tags or the default tag.

View existing Retention Policies

Use the Get-RetentionPolicy cmdlet to view all existing Retention Policies.




Creating a New Retention Policy

Use the New-RetentionPolicy cmdlet to create a new retention policy. The example below creates

a new Retention Policy named Finance Dept. and assigns the Finance-DeletedItems, Finance-

Default, and Business Critical retention policy tags to it.

New-RetentionPolicy "Finance Dept." -RetentionPolicyTagLinks "Finance-DeletedItems", "Finance-Default","Business Critical"

Apply a Retention Policy to a mailbox

The example below applies the MSFT Primary Retention policy to the mailbox Jdoe.

Set-Mailbox Jdoe -RetentionPolicy "MSFT Primary Retention"

Remove a Retention Policy from a mailbox

The example below removes a retention policy from the mailbox Jdoe.

Set-Mailbox Jdoe -RemoveManagedFolderAndPolicy

Disabling a Retention tag

It’s possible to disable retention for a specific retention tag. If a retention tag is disabled, the

Managed Folder Assistant ignores items that have the tag applied. Any items that have a

disabled retention tag never expire. Because these items are still considered tagged items, the

DPT doesn't apply to them. For example, if you want to troubleshoot retention tag settings, you

can temporarily disable a retention tag to stop the Managed Folder Assistant from processing

messages with that tag.

Use the Set-RetentionPolicyTag cmdlet with the -RetentionEnabled parameter set to a value of

$false to disable a retention policy tag. The example below disables the Finance-Default retention

policy tag.

Set-RetentionPolicyTag "Finance-Default" -RetentionEnabled $false

Retention Hold

When users are temporarily away from work and don't have access to their e-mail, retention settings

can be applied to new messages before they return to work or access their e-mail. Depending on the

retention policy, messages may be deleted. You can temporarily suspend retention policies from

processing a mailbox for a specified period by placing the mailbox on retention hold.

Set-Mailbox Jdoe -RetentionHoldEnabled $true

When you place a mailbox on retention hold, you can also specify a retention comment that informs

the mailbox user (or another user authorized to access the mailbox) about the retention hold,

including when the hold is scheduled to begin and end. Retention comments are displayed in

supported Outlook clients. You can also localize the retention hold comment in the user's preferred

language.




Frequently Asked Questions

1. What happens to my old MRM policy?

Nothing happens automatically to your MRM policy. Changes to existing policies with MRM 1.0

can be made via CR. Your IT administrators will be able to control all aspects of MRM 2.0 Policies

or Tags.

2. How do I move someone from the old MRM 1.0 policy to the new MRM 2.0 policy?

First remove users from the MRM 1.0 policy using the command:

Set-Mailbox <alias> -RemoveManagedFolderAndPolicy

Then use the commands outlined in the document to add the users to the new MRM 2.0 policy.

3. Can a mailbox be member of more than one MRM policy?

No.

4. Can I create an MRM 2.0 policy that matches my old MRM 1.0 policy?

Yes, the expiration functionality can be matched between MRM 1.0 and MRM 2.0.

5. What happens to custom Managed Folders and Managed Folder items when someone is moved

to MRM 2.0?

Managed Folders no longer exist in the MRM 2.0 architecture. Custom Managed Folders created

in MRM 1.0 become standard and will remain in the user mailbox unless the user deletes them.

Items will stay in the folder unless a MRM 2.0 tag is applied to the folder.

6. With MRM 2.0 can I deploy a custom Managed Folder?

No.

7. Can MRM 2.0 incorporate workflows to move content to folders other than the deleted items

within the mailbox?

No.




8. How can a user identify items that are going to expire?

A user can create a search folder or search expired tags. There is also functionality in Outlook

2010 and Outlook Web App (OWA) that automatically displays content expiring in the next thirty

days.

9. Can I assign an MRM 2.0 retention tag to an MRM 1.0 custom Managed Folder previously

created by MRM 1.0?

Yes, DPTs or Personal tags can be applied to previously created MRM 1.0 custom Managed

Folders. However, RPTs cannot be applied to Managed Folders because RPTs can only be applied

to Default Outlook folders e.g. Inbox, Send Items or Deleted Items.

10. Can I create a new Managed Folder under MRM 2.0?

No. Managed Folders no longer exist in the MRM 2.0 architecture.

11. What happens to a user who is on MRM 1.0 retention hold (i.e. RetentionHoldEnabled set to

$True) when they are moved to MRM 2.0?

Nothing happens, the mailbox will still have RetentionHoldEnabled set to $True.

12. If I don’t want to use MRM 2.0, can I create new MRM 1.0 policies?

No. All new policy creation will need to be done in MRM 2.0.

13. Can I update my existing MRM 1.0 policy?

Yes, this must be done via CR.

14. Does Office 365 support changing my MRM 1.0 policy to a MRM 2.0 policy?

No.

15. Can I control my MRM 1.0 policy with Remote PS?

No, all changes must be done through a CR.




16. Can I use ECP to control my MRM 1.0 or MRM 2.0 policy?

No.

17. Do I have to use Outlook 2010 to use MRM 2.0?

No, however Personal Tags will not be viewable.

18. Can I use OWA to take advantage of Personal tags in MRM 2.0?

Yes.

19. What happens to DPTs. RPTs and Personal Tags if I change from one 2.0 policy to another?

If the specific DPT or RPT (Administrator enforced) or Personal Tag (end user optional) is not

linked to the new MRM 2.0 policy, it will no longer be available. Items however previously tagged

with these retention values will still expire based on their previously tagged expiration date (as

long as the Tag still exists in the Organization). This behavior can be overridden by applying a

new DPT or Personal tag retention value to the items.

20. How do I completely remove a user from an MRM 1.0 policy or an MRM 2.0 policy?

Use the command below to remove users from a MRM 1.0 or a 2.0 policy.

Set-Mailbox <alias> -RemoveManagedFolderAndPolicy

Documents

Messaging Records Management v2.0 in Exchange Online IT …download.microsoft.com/download/F/7/2/F72C8008-08FC-42FC... · 2018-10-17 · to recover deleted messages. To do so, the