Applies to: Exchange Server 2007 SP3, Exchange Server
2007 SP2, Exchange Server 2007 SP1, Exchange Server 2007
Topic Last Modified: 2008-03-27
If you set a retention limit on items in a managed folder, the managed folder assistant tests the age of those items and takes the specified action for items that have exceeded their retention limit. This topic describes how the managed folder assistant determines whether an item has exceeded a retention limit.
Determining the Age of Different Types of Items
When you create managed content settings for a managed folder, you can select one of the following two options to specify how the managed folder assistant determines when a retention period starts:
- When the item is delivered to the user's mailbox (or for
calendar items and recurring tasks, when the item is older than its
end date)
- When the user moves the item into the managed folder
Note: When you specify that a retention period starts when the user moves the item into the managed folder, the retention period does not actually start until the next time the managed folder assistant runs. Therefore, it is recommended that you set the managed folder assistant to run daily. For detailed instructions, see How to Schedule the Managed Folder Assistant.
After determining when a retention period starts, the managed folder assistant uses rules to determine the age of items for the purpose of enforcing retention limits. The tables in this section describe the rules used for various items.
For information about how to create managed content settings in the Exchange Management Console, see How to Create Managed Content Settings.
For information about how to create managed content settings in the Exchange Management Shell, see New-ManagedContentSettings.
Calendar Items
Depending on whether a calendar item is in the Deleted Items folder, the managed folder assistant uses the following rules to calculate the age of calendar items and enforce retention limits. The steps for each rule are listed in the order in which they are performed.
Location of calendar items | Rules |
---|---|
Calendar items in the Deleted Items folder |
|
Calendar items not in the Deleted Items folder |
|
Tasks
Depending on whether a task is in the Deleted Items folder, the managed folder assistant uses the rules listed in the following table to calculate the age of tasks and enforce retention limits. The steps for each rule are listed in the order in which they are performed.
Location of tasks | Rules |
---|---|
Tasks in the Deleted Items folder |
|
Tasks not in the Deleted Items folder |
|
Other Items
For all other types of items, the managed folder assistant uses the following rules to calculate the age and enforce retention limits. These items include:
- E-mail messages
- Contacts
- Documents
- Faxes
- Journal items
- Meeting requests, responses, and cancellations
- Missed calls
The steps for each rule are listed in the order in which they are performed.
Period at which retention starts | Rules |
---|---|
When an item is delivered to a user's mailbox |
|
When a user moves the item to the managed folder |
|
Corrupt Items
Any corrupt items in a mailbox are skipped by the managed folder assistant and do not expire.
For More Information
To learn more about messaging records management (MRM), see Understanding Messaging Records Management.
To learn more about the various terms associated with MRM, see Messaging Records Management Terminology.
For more information about creating managed content settings in the Exchange Management Console, see How to Create Managed Content Settings.
For more information about creating managed content settings in the Exchange Management Shell, see New-ManagedContentSettings.