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Custom Retention Tags, Policies Not Working RRS feed

  • Question

  • Hi all,

    I'm almost done with my Exchange 2010 deployment and I have gotten to the point where I am doing work with Retention Tags and Retention Policies. 
    I disabled the default Retention Tags (e.g. "1 Month Delete", "1 Week Delete", etc) and thus, the default Policies, but I also created my own tags and my own policy. 

    The tags are as such:
    Deleted Items - Permanently delete items with an Age Limit of 180 days
    Drafts - Permanently delete items with an Age Limit of 180 days
    Journal - Permanently delete items with an Age Limit of 90 days
    Sync Issues - Permanently delete items with an Age Limit of 30 days (thanks Outlook 2010 bug...)

    I also created two Tags with the "Port from Managed Folder to Tag..." option with the following settings:
    Calendar - Permanently delete items with an Age Limit of 730 days
    Tasks - Permanently delete items with an Age Limit of 730 days

    All of these items were tied in to a Policy named "Company Standard Retention", but it seems that they may not be running properly, because none of the entries in my Calendar (older than two years) are being deleted.  I also have a few old Contact records in my Deleted Items that say "This item has expired", but they won't delete. 

    Am I doing something wrong?  I read through the forums and it appears that a lot of folks are having some problems, but a lot of them have been remedied by using "Permanently Delete" instead of "Move to the Deleted Items Folder", which I'm not even doing. 

    The only other things that I can share that might help:
    -I had an older "Mailbox Manager" Recipient Policy (Exchange 2003) that was copied to an E-Mail Address Policy on 2010.  It was still there when I created these Tags/Policy, but I removed it via Shell late last week. 
    -We are running Symantec Enterprise Vault to manage our E-mail Journaling and Archives.  Along with that, Vault manages the deletion of items that reach a certain age in all other Mailbox folders (Inbox, Sent Items, "custom" user-created folders, Junk E-Mail, RSS Feeds, etc). 

    Any insight that can be provided would be welcome. 

    Thanks in advance!  :)

    Monday, January 10, 2011 9:20 PM

Answers

  • Calendar & Tasks default folders didn't make it into SP1 for retention policies (The necessary TechNet page are or already have been been updated).

    On the article you referenced there is a note.

    Note: In Exchange 2010, retention tags aren't supported for the Calendar and Tasks default folders. The Managed Folder Assistant doesnt' process items in these folders


    Microsoft Premier Field Engineer, Exchange
    MCSA 2000/2003, CCNA
    MCITP: Enterprise Messaging Administrator 2010
    Former Microsoft MVP, Exchange Server
    My posts are provided “AS IS” with no guarantees, no warranties, and they confer no rights.
    Thursday, January 27, 2011 2:53 PM
  • Okay, I see why the root Sync Issues folder never clears out - those items only reside in your OST, not on the server.  Items in the subfolders (Conflicts, at least) are on the server and do follow the schedule that is set for them. 

    I realized this this past week after I formatted my machine (loaded 64-bit Windows so I can run the Exchange Management Console from it).  I reloaded Outlook 2010 and noticed that the existing Sync Issues had been removed. 

    Okay, one mystery solved, now if we clould get Calendar and Task items to be included soon, I'd be happy!  :) 

    • Marked as answer by Gavin-Zhang Friday, March 4, 2011 2:53 AM
    Thursday, March 3, 2011 4:02 PM

All replies

  • Hi Paul,

    Per my known, In Exchange 2010 SP1, the retention age for items in the Deleted Items folder is calculated based on the date when item was deleted or moved to the Deleted Items folder. This is true for both move tags (tags with the Move to Archive retention action) and delete (tags with the Delete and allow recovery, and Permanently delete retention actions) tags.
    We could test the retention policy by using the cmdlet start-managedfolderassistant immediately.

    Regards!
    Gavin
    Please remember to click “Mark as Answer” on the post that helps you, and to click “Unmark as Answer” if a marked post does not actually answer your question. This can be beneficial to other community members reading the thread.
    Friday, January 14, 2011 7:39 AM
  • Hi Gavin,

    Thank you for your reply.
    I understand how the age is calculated for Deleted Items (based on the date the item was placed in to the Deleted Items folder), and I dropped the age down to 30.  My mailbox has been in place for almost two months on the 2010 server, so I don't understand why the older items (marked with "This item is expired") aren't deleting. 
    The ones that really annoy and confuse me are the Calendar entries.  I dropped that to 45 days and again, none of my Calendar entries are deleting.  The part that is confusing is on this TechNet page stating:

    Location of calendar items

    Rules

    Calendar items in the Deleted Items folder

    1.  A calendar item expires according to its message-received date, if one exists.

    2.  If a calendar item doesn't have a message-received date, it expires according to its message-creation date.

    3.  If a calendar item has neither a message-received date nor a message-creation date, it doesn't expire.

    Calendar items not in the Deleted Items folder

    ·         Non-recurring calendar items expire according to their end date.

    ·         Recurring calendar items expire according to the end date of their last occurrence. Recurring calendar items with no end date don't expire.

    So non-recurring Calendar entries must be marked with an "End date"?  ...by default new Calendar entries are set to have "No End Date", so am I going to have to re-train all of my users to set an "End Date" (under the "Recurrance" button) on all of their appointments?  Because that's not going to happen. 

    So I am wondering, first, if the older Calendar entries are going to delete at all, and secondly, at what point are items being "Marked" by the retention tags?  Are all of my "older" items (from when my mailbox was on 2003) going to delete X days after the new Policy goes in to effect?  If so, I will have a boat-load of items that will not delete for a good six months ~ two years from today... 

    Friday, January 14, 2011 7:00 PM
  • Calendar & Tasks default folders didn't make it into SP1 for retention policies (The necessary TechNet page are or already have been been updated).

    On the article you referenced there is a note.

    Note: In Exchange 2010, retention tags aren't supported for the Calendar and Tasks default folders. The Managed Folder Assistant doesnt' process items in these folders


    Microsoft Premier Field Engineer, Exchange
    MCSA 2000/2003, CCNA
    MCITP: Enterprise Messaging Administrator 2010
    Former Microsoft MVP, Exchange Server
    My posts are provided “AS IS” with no guarantees, no warranties, and they confer no rights.
    Thursday, January 27, 2011 2:53 PM
  • Nice...I guess I missed that part!  :p  And sorry for the delayed reply; I was out of the office last week. 

    So I guess I'm still a little confused. 
    So Calendar and Tasks aren't working with Retention Tags/Policies in 2010 SP1 - can they be managed as a "Managed Folder" through the Shell?  If so, the whole "END DATE" thing is tripping me up, as there usually isn't one populated in new events/tasks when creating them through Outlook.  Unless there is a different "END DATE" than I see in Outlook when creating a new item. 

    Thanks again!

    Monday, January 31, 2011 6:18 PM
  • Looks like the "Sync Issues" folder doesn't work properly either. 
    The "Conflicts" subfolder seems to work as defined, but the actual "root" folder of "Sync Issues" doesn't.  :( 

    Monday, February 14, 2011 9:07 PM
  • Hi Paul,

    Per my known, we also could not achieve the target through the PS for the message class task and so on.
    And, what do you mean "the "Sync issue" folder doesn't work properly", do you mean that the item in the sync issue folder not active as the policy conifgured.
    Do yo confirm there is a tag for the type of sync issue folder?

    Regards!
    Gavin
    Please remember to click “Mark as Answer” on the post that helps you, and to click “Unmark as Answer” if a marked post does not actually answer your question. This can be beneficial to other community members reading the thread.
    Tuesday, February 15, 2011 2:52 AM
  • Yes, there is a tag for the Sync Issues folder.  I have it set to "Permanently Delete" items after 30 days. 

    Again, the folders beneath Sync Issues (e.g. "Conflicts") seem to adhere to the Permanently Delete after 30 days subscription, but the Sync Issues folder itself does not.  I have items in that folder that are well over a month old at this point. 

    Really weird...

    Tuesday, February 15, 2011 5:18 PM
  • Hi Paul,

    Per your description, it sounds odd.
    I would confirm the tag contained in the policy again, or I would create a new policy which just contain the only one tag and apply it to one mailbox to make a test.
    We could use the start-managedfolderassistant to run it immediately.
    Or we could create a new tag to make a test.
    If the issue still exists, I maybe need retrieve more log to analyze the issue, I would suggest that you could open a ticket from MS.

    Regards!
    Gavin
    Please remember to click “Mark as Answer” on the post that helps you, and to click “Unmark as Answer” if a marked post does not actually answer your question. This can be beneficial to other community members reading the thread.
    Wednesday, February 16, 2011 2:24 AM
  • Yeah, I'm thinking I may open a case.  Although, from the looks of things, I'm not the only person with retention tag/policy issues:
    http://social.technet.microsoft.com/Forums/en-US/exchange2010/thread/56260407-4b15-407e-9079-2a97c79abf0c 
    Friday, February 18, 2011 3:11 PM
  • Okay, I see why the root Sync Issues folder never clears out - those items only reside in your OST, not on the server.  Items in the subfolders (Conflicts, at least) are on the server and do follow the schedule that is set for them. 

    I realized this this past week after I formatted my machine (loaded 64-bit Windows so I can run the Exchange Management Console from it).  I reloaded Outlook 2010 and noticed that the existing Sync Issues had been removed. 

    Okay, one mystery solved, now if we clould get Calendar and Task items to be included soon, I'd be happy!  :) 

    • Marked as answer by Gavin-Zhang Friday, March 4, 2011 2:53 AM
    Thursday, March 3, 2011 4:02 PM
  • Did you ever have success with opening an incident with Microsoft on this issue? I am fighting this right now and looking for a resolution.

     

    Many thanks!

    Monday, July 18, 2011 8:19 PM
  • I never did because my two issues have been explained; items in the root "Sync Issues" folder are on a client system (not the server, and thus, not subject to server-side retention) and Calendars and Tasks aren't subjected to "Rentention Tags/Profiles".  My understanding is that in order to manage those folders I will need to use the older Managed Folders/Managed Folder Policies.  But you can't use both Rention Tags/Policies and Managed Folders; it's one or the other. 
    Monday, July 18, 2011 8:31 PM
  • I have mailboxes that have Sync Issues folders on the server that have filled up quickly so I don't think that they are only on the client side.  In fact, we have many cached clients that show different mailbox sizes comparing their cached mailbox to the online mailbox.
    Tuesday, August 16, 2011 1:06 PM
  • I have mailboxes that have Sync Issues folders on the server that have filled up quickly so I don't think that they are only on the client side...

    Which folder under "Sync Issues" though?  In my experiences, items that sit in the the "Sync Issues" root folder itself are on the client and the contents of the other (sub-)folders may exist on the server/mailbox. 

    I tested this by utilizing two separate Outlook clients (Cached Mode) which had separate contents in the root Sync Issues folder, and then logging in to OWA to find that the root Sync Issues folder was empty.

    Wednesday, August 17, 2011 6:42 PM
  • Has there been any word if they will add the ability to apply a retention tag on the Calendar with Exchange 2010 SP2?

     

    Friday, September 9, 2011 3:42 PM
  • Has there been any word if they will add the ability to apply a retention tag on the Calendar with Exchange 2010 SP2?

    I actually asked that in the comments section of the SP2 announcement on the Exchange Blog, and the author replied with "Support for Calendar and Tasks default folders in retention policies isn't included in SP2."

    http://blogs.technet.com/b/exchange/archive/2011/05/17/announcing-exchange-2010-service-pack-2.aspx#3431126 

    Ultimately I ended up using MRM v1, which worked quite well...albeit the "Older" version that Microsoft wants people to stop using.  :p 

    Friday, September 9, 2011 5:42 PM
  • Perfect!!!!!!! every one is looking for this answer....u made it clear!!!
    Friday, July 28, 2017 4:44 PM