Delete archived mails based on sent/receive date instead of archive/ modified date

[Staun_RTX]

Any method/ hack to do this. I had the assumption that archived mails could be deleted based on the sent/ recieved date and I now have 200 GB of mails that doesn't expire before 2015.

I'm about to enable 300 other users which means 600 GB additional mails :( - but I only want to keep the last 6 years of mail. 

Any good solutions out there to avoid the 600 GB in my archive? (we have mail for the last 15 years)

[Nicola_Rositani]

If you based on sent/receive date after one day mails 6 years old disappared.
Is a good solution for you?

[MichelZ · Accepted solution]

Well...

I think what Nicola wants to say:

- New retention Category, 1 Day
- Archive everything which is older than 6 Years
- It gets deleted the day after

After this "cleanup", set your normal desired policy.

Cheers
Michel

[Nicola_Rositani]

Thanks MichelZ
you are more expansive then me :)

[Staun_RTX]

ok, I had an idea that was the solution. I just hoped that I could do something about the dates.

Thanks guys.

[Staun_RTX]

Back again. Trying to make a plan here. To sum. up what I want.

Currently we have mail for the last 12 years.

1. We do not want to keep mails older than 6 years
2. As the years passes on we want the archive to clean up  archived mails in a way, that we from now on only have archived mail 6 years back.

What I have planned so far is this

1. Archive all mails older than 6 years with a retention of 1 day.
2. backup and clean up placeholders and archive.
3. Archive all mails older than 5 years with a new retention of 1 year.
4. Wait some time.....
5. Archive all mails older than 4 years with a new retention of 2 years
6. Wait some time.....
7. Archive all mails older than 3 years with a new retention of 3 years
8. Wait some time.....
9. Archive all mails older than 2 years with a new retention of 4 years
10. Wait some time.....
11. Archive all mails older than 1 year with a new retention of 5 years

This should archive and clean up the archived mail once a year.

From then on in my head we will now archive all mails older that 1 year and keep the archived for 5 years (which gives us 6 years of mail)

or am I missing something completely
Would this be a solution to our archive-strategy

[John_Chisari]

 A couple of things..

I don't understand why you can't base Storage Expiry on Modified Date.  If you have a look in the Help for Storage Expiry it says this:-

When you select modified date, the start of the Retention period is calculated as follows:-
- For Mail message, this is the time since the message was received.
- For documents, it is the time since the document was last modified.

So if you set the Retention category to 6 years, archive the items, then base Storage Expiry on Modified date - everything with a received date over 6 years should then be gone.

Also have you looked at Exchange Mailbox Manager to do the job of deleting email older than 6 years?  As you aren't going to keep the email in EV anyway - seems to be doing an unnecessary job putting them into EV first - then expiring them straight away.

[Staun_RTX]

Quote "I don't understand why you can't base Storage Expiry on Modified Date. If you have a look in the Help for Storage Expiry it says this:-

When you select modified date, the start of the Retention period is calculated as follows:-
- For Mail message, this is the time since the message was received.
- For documents, it is the time since the document was last modified."

OKAY! - I had the assumption that EV could not delete archived mails based on send/ receive dates. If this is the case I can easily see that 1 policy and 1 retention is enough.

You're right about the Exchange Mailbox Manager - didn't cross my mind at all. Much easier.