With this new template, you can use the compliance store to create granular retention policies to preserve mailbox items in the following scenarios: After you apply a legal hold to a document, a hammer icon appears on the Document Information page and on the rollover map for that document. If a user has been placed on multiple in-place holds, the queries of a query-based store are combined (using OR operators). In this case, the maximum number of keywords in all query-based holds for a mailbox is 500. If there are more than 500 keywords, all the contents of the mailbox are locked (not just the content that matches the search criteria). All content is retained until the total number of keywords is reduced to 500 or less. Query-based archiving: If your organization maintains items based on specified query parameters, you can use a query-based compliance store. You can specify query parameters such as keywords, start and end dates, sender and recipient addresses, and message types. After you create a query-based compliance store, all existing and future mailbox items (including messages received later) that match the query settings are retained. Therefore, messages (related to public folder hierarchy synchronization) that contain the phrase “HierarchySync” in the subject line are not retained.
Failure to retain emails may expose a company to legal and financial risks, such as: reviewing the Company`s retention and investigation processes, adverse judgments, sanctions, or fines. Put a user on hold for multiple cases or investigations. A retention period protects an object version for a specified period of time. When you set a retention period for an object version, Amazon S3 stores a timestamp in the object version`s metadata to indicate the expiration date of the retention period. After the retention period expires, the version of the object can be overwritten or deleted, unless you have also legally locked the version of the object. What happens if mail forwarding is configured for a mailbox and messages are not copied to the original mailbox when the mailbox is pending? Mailbox blocking settings are checked during the delivery process. If the message meets the mailbox`s retention criteria, a copy of the message is stored in the Recoverable Items folder. This means that you can use eDiscovery tools to search the original mailbox for messages forwarded to another mailbox. An in-place information store preserves all the contents of the mailbox, including deleted items and the original versions of changed items.
All of these mailbox items are returned in an In-Place eDiscovery search. When you define an in-place information store on a user`s mailbox, the contents of the corresponding archive mailbox (if enabled) are also queued and returned to an eDiscovery search. Retention items: You can specify what to store using query parameters such as keywords, sender and recipient, start and end dates, and message types, such as email messages or calendar items, that you want to place in the archive. In the In-Place eDiscovery and Hold properties, in Persistent hold in selected mailboxes, deselect Place content that matches the search query in archive, and then click Save. Stay transparent to the user by not having to stop risk management (MRM). Many organizations require users to be notified when they are put on hold. Additionally, if a mailbox is pending, you don`t need to pause retention policies for the mailbox user. Because messages continue to be deleted as expected, users may not notice that they are waiting. If your organization requires users to be notified in the archive, you can add a notification to the Mailbox user`s RetentionComment property and use the RetentionUrl property to link to a Web page that contains more information.
Outlook 2010 and later displays the notification and URL in the Backstage area. You must use Exchange Online PowerShell to add and manage these properties for a mailbox. For more information, see Set-Mailbox. You can also use object locking to legally lock an object version. Like a retention period, a legal retention period prevents an object version from being overwritten or deleted. However, a legal retention period is not associated with a retention period and remains in effect until repealed. Legal suspensions can be freely placed and removed by any user with the permission s3:PutObjectLegalHold. For a complete list of Amazon S3 permissions, see Amazon S3 Actions, Resources, and Condition Keys.
If you delete the corresponding Microsoft 365 or Office 365 account for a mailbox that has been placed on litigation hold or In-Place hold, the mailbox is converted to an inactive mailbox, which is a mailbox that has been deleted without permission. Inactive mailboxes are used to retain the contents of a user`s mailbox after they leave your organization. Items in an inactive mailbox are retained during the pause set on the mailbox before it is rendered inactive. This enables administrators, compliance officers, or records managers to use the content search tool in the Microsoft Purview Compliance Portal to access and search for content in an inactive mailbox. Inactive mailboxes can`t receive email and don`t appear in your organization`s shared address book or other lists. For more information, see Inactive Mailboxes Overview. Enable In-Place eDiscovery searches for queued items. Mailbox searches can be used for an in-place store and on-premises eDiscovery. You can`t delete a mailbox search that is used for compliance suspension.
You must first disable persistent retention by clearing the Place content that matches the search query in pending selected mailboxes check box on the In-Place Hold Settings page, or by setting the InPlaceHoldEnabled parameter to $false in Exchange Online PowerShell. You can also delete a mailbox by using the SourceMailboxes parameter specified in the search. After you enable archiving for a mailbox that almost exceeds the storage quota for the Recoverable Items folder, you can run the Managed Folder Wizard to manually trigger the wizard to process the mailbox so that expired items are moved to the Recoverable Items folder in the archive mailbox. For instructions, see step 4 in Increase the Recoverable Item Quota for Archive Mailboxes. Can we add/remove the legal retention of a particular employee document even if that employee or document type is legally locked? Records, like any other document, are subject to legal retention. Once a folder is legally locked, users can no longer delete it, but users can still edit its fields or document structures and add/delete documents. You can apply and cancel legal retention periods using bulk actions. As explained earlier, placing a compliance store on a user`s mailbox also retains the contents of the user`s archive mailbox. When you delete a compliance store for an on-premises primary mailbox in an Exchange hybrid deployment, the hold is also removed from the cloud-based archive mailbox (if enabled). Create a custom retention policy for pending mailboxes – In addition to enabling the archive mailbox and automatic advanced archiving for mailboxes on litigation hold or In-Place Hold, you can also create a custom MRM retention policy in Exchange Online for pending mailboxes. This allows you to apply a retention policy to mailboxes in the archive that is different from the default MRM policy applied to mailboxes that are not in the archive. This allows you to apply retention tags specifically designed for mailboxes in the archive.
This includes creating a new retention tag for the Recoverable Items folder. There are four ways to apply an authorized hold to a document: In Exchange Online, you can retain public folders by using Persistent Retention.