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Question
Wednesday, November 3, 2010 9:14 PM | 2 votes
I created a simple Retention Policy Tag to apply to Deleted Items folder, which should "Permanently Delete" anything that's older than 21 days. I created new Retention Policy and added the Policy Tag I just created. I applied this policy to my mailbox to see how it works, before I roll it out for other users. I ran Start-ManagedFolderAssistance on my mailbox to speed it up.
When I open my Outlook 2010, and look at items inside my Deleted Items folder, I still see all the items that were there going back to early 2010. I know the Retention Policy is being applied to all items, since on any email inside the Deleted Items, I can see "Retention Policy: Deleted Items removed after 21 days (3 weeks) Expires 11/4/2010 (for an email that was moved there on 10/14/2010). So, the policy is applied, but all the "expired" items are still sitting inside the Deleted Items folder. I click on old emails, and I can see "i" blue circle in the top left and line "This item is expired", but when it's actually going to be deleted? Maybe I'm missing a step somewhere, or it takes sometime to actually "permanetly delete" all expired items? I would assume it would process it instantly, and if an item is past 21 days age limit, it would be removed when ManagedFolderAssistance process ran.
Any ideas?
All replies (88)
Friday, November 5, 2010 2:13 PM
It's been a couple of days since I created the tags, and nothing is being removed from Deleted Items. I see it marks all the emails properly with expiration dates, there are tons of them that say "Item Expired", but emails are not being deleted. As I mentioned before, the action I selected for this policy is "Permanently Delete". So, what am I missing?
Friday, November 5, 2010 2:23 PM
The exact situation is happening to me. My Deleted Items policy is set to permanently delete after 15 days. I have a similar policy on my sent items. The sent items policy works perfectly, the deleted items does not. It shows all that should be deleted as "This Items is expired" with an I and blue circle around it. It lists the Retention policy with the experation date (11/4). I have Exchange 2010 sp1 and I am running Outlook 2010 Pro Plus. Any assistance would be greatly appreciated!
Saturday, November 6, 2010 1:45 PM
Still hoping for an answer... This should be something very simple... Did I miss a setting somewhere, or there is a bug when the rules applied to Deleted Items folder in particular (accoring to the poster above, rules work fine for "Sent Items")?
Monday, November 8, 2010 5:42 PM
Anyone?
Monday, November 8, 2010 6:42 PM | 1 vote
I vote bug. I have seen this occur in three different Exchange Orgs.
SF - MCITP:EMA 2007 and 2010, MCTS: Exchange 2010, Exchange 2007, MOSS 2007, OCS 2007 -- http://www.scottfeltmann.com
Friday, November 12, 2010 7:41 PM
Same here.
Wednesday, November 17, 2010 4:06 PM
I think this bug was introduced in SP1 and applied to any delete policy. I have a delete policy on a few folders and although it shows them as expired they never delete. It was working prior to SP1.
Wednesday, November 17, 2010 4:16 PM
Anybody know what the equivalent to Exchange 2007 Event ID 1207 is in Exchange 2010? This is the event giving the details of what was purged from the deleted items during maintenance. Up to now I have only been looking at Outlook clients to see if data is purged...I would like to see the results on the server itself.
Wednesday, November 17, 2010 8:30 PM
I too am having this issue...anyone found a fix? I just rolled it out and am seeing the same symptoms...
Thursday, November 18, 2010 3:51 AM
The symptom is under investigation
James Luo
TechNet Subscriber Support (http://technet.microsoft.com/en-us/subscriptions/ms788697.aspx)
If you have any feedback on our support, please contact [email protected]
Tuesday, November 23, 2010 1:58 PM
Any updates?
Wednesday, December 1, 2010 5:40 PM
James, Can you please let me know if Microsoft releases a patch to correct this issue?
Thursday, December 2, 2010 1:31 PM
I'm seeing this in my organization as well. I've also noted that when looking at the retention tag through EMS that the trigger is set to WhenReceived and it cannot be changed other than editing the tag via ADSI edit.
Jer
Thursday, December 2, 2010 1:31 PM
Seeing the same issue here.
Using Exchange 2010 sp1 and Outlook 2010 Pro plus.
I just enabled a 30 day retention policy on the Deleted Items folder this past Monday (11/29).
In Outlook, in the Deleted Items folder, an item from 10/12/2010, shows "This item is expired".
In OWA, the same email shows "This item will expire in 28 days".
So what is the expected behaviour?
Is the item supposed to get deleted now since it is over 30 days?
Or does "the clock" start when I enabled the policy, and then 28 days from now the item gets deleted?
Thanks
Thursday, December 2, 2010 3:01 PM
Seeing the same issue here.
Using Exchange 2010 sp1 and Outlook 2010 Pro plus.
I just enabled a 30 day retention policy on the Deleted Items folder this past Monday (11/29).
In Outlook, in the Deleted Items folder, an item from 10/12/2010, shows "This item is expired".
In OWA, the same email shows "This item will expire in 28 days".
So what is the expected behaviour?
Is the item supposed to get deleted now since it is over 30 days?
Or does "the clock" start when I enabled the policy, and then 28 days from now the item gets deleted?
Thanks
The "clock" as far as I understand it should be respective of the trigger. Like I mentioned above, the trigger for a retention tag is set to WhenDelivered (I mistakenly wrote WhenReceived above) by default and cannot be changed.
Jer
Friday, December 10, 2010 5:12 PM
I, too, am seeing this behavior with Exchnage 2010 SP1.
Policy: Inbox - Delete after 30 days
Deleted Items - Delete after 14 days
Sent Items - Delete after 30 days
Applied the policy to a test mailbox today.
Ran managed folder assistant.
Inbox and Sent cleaned back to exactly 30 days
Deleted Items did not delete, but now show a blue header "This item will expire in 13 days."
Monday, December 13, 2010 2:41 AM
Dear all,
I also facing this problem. Retention has expired but nothing happend.
Monday, December 13, 2010 4:22 AM
Still hoping for an answer... This should be something very simple... Did I miss a setting somewhere, or there is a bug when the rules applied to Deleted Items folder in particular (accoring to the poster above, rules work fine for "Sent Items")?
When I is Set-RetentionPolicyTag on "SentItems" with RetentionAction = "DeleteAndAllowRecovery" or "MoveToDeletedItems" nothing working. Maybe "RetentionAction" not work on exchange 2010
Tuesday, December 14, 2010 4:03 PM
I'm also having the same problem. However, I have noticed if you delete the tag and then recreate it, it will work for several days before it stops again.
Monday, December 20, 2010 3:17 AM
Dear all,
Anything new?
Thanks
Thursday, December 23, 2010 7:48 AM
This exact situation is also happening at our site, hopefully there's a quick fix for this.
Monday, December 27, 2010 9:52 AM
not deleted expired on Deleted items too
Inbox and other work
Wednesday, December 29, 2010 1:17 PM
This was working for me before SP1. But does not work now.
Any ideas?
Monday, January 3, 2011 8:34 PM
I'm finding slightly different, but still incorrect, results. My policy tags that empty the deleted items folder ARE working (i.e. empty and allow recovery). It's the policy tags that "move items to the deleted items folder" that are not working. The items show as expired in their respective folders, but they never get moved into the deleted items folder.
One interesting note - if I enable my mailbox for Archiving, and change the policy tag from "move to deleted items" to "move to archive folder" it works! The expired items get moved out of my active mailbox folder into the archive folder. So it's the policy tags that try to move items into the deleted items folder of the active mailbox folder that appear to be broken.
Tuesday, January 4, 2011 1:57 PM
For my part, there are no actions that actually work. While I'm seeing all items correctly tagged, and their status correctly reported, nothing actually happens. I have tags for "deleteandallowrecovery", "movetodeleteditems", and "permanentlydelete". I see no error messages in event logs, the tags simply don't operate. Unfortunately, I hadn't started using these until after SP1, so I have no other point of reference. Is there any fix for this on the horizon? If these won't work, I'll have to stay with managed folder policies which will make our intended use of online archiving a worthless venture.
Tuesday, January 4, 2011 5:00 PM
I as well am having this same issue. I just migrated from Lotus Notes to Exchange 2010 SP1, so like many of you I never had it working pre SP1. I have "Delete and Allow Receovery" set for "Deleted Items, Junk E-mail, RSS Feeds, and Sync Issues". They all are tagged expired or about to expired in X days, but never delete themselves. Does anyone have a case opened with MS or do I need to bite the bullet?
Thursday, January 13, 2011 6:50 PM | 1 vote
Hope this helps someone...
Opened a case with MS and found the root cause of our issue…
When you create a retention tag you have 3 actions that can be performed on the object
“Delete and allow recovery”
“Permanently Delete”
“move to archive”
With Exchange 2010 SP1 these are the only valid options for what to do with the item. If you go to the properties page after you create the tag you notice that you have more options. These options are only for Exchange 2007 backwards compatibility and are not valid for Exchange 2010. If you choose these other options the item will be marked but no action will be taken.
If you look at this KB
http://technet.microsoft.com/en-us/library/dd335226.aspx
Look at the retentionaction section and note: “MoveToDeletedItems: This action isn't available for retention tags”
if your looking to do the “MovetoDeletedItems” you need to use the “New-ManagedContentSettings” and “new-ManagedFolderMailboxPolicy” that are only available via cmd line.
If you recall these options used to be in the EMC pre SP1
good luck :)
Thursday, January 13, 2011 7:51 PM
All of mine are set as either "Delete and allow recovery” or “Permanently Delete”. I still am having the issue of them not working. They are being marked as expired, but no deleting is happening. If I delete all the tags and recreate them, they all work for several days before they stop again.
Thursday, January 13, 2011 7:55 PM
I have the same configuration as Mitch7465, and am seeing similiar problems. Except, mine don't work when I initially create them, but they did work one day, for one day only, about 2 weeks after creation.
Wednesday, January 19, 2011 2:45 PM
we're have this issues as well. any solution to this would be appreciated.
Wednesday, January 19, 2011 8:53 PM
Holy cow, I am glad I found this thread.
I too am having issues with my tags/policy. I started a new thread here: http://social.technet.microsoft.com/Forums/en-US/exchangesvrcompliance/thread/38074262-3f40-4a24-b628-e7c3e3eb7c76
I found many other folks who were having problems, but their issues either went away or there was some sort of confusion with the way retention on items in "Deleted Items" is calculated.
I think I am doing mine correctly, but it would be great to have some of you guys take a look at my thread and tell me if I am doing it right or not. Particularly in the realm of "Calendar" - can I delete items in my users' Calendar folders? I created a Tag (using the "Port from Managed Folder" option).
So we're thinking "Bug" here? Has anyone who had the RTM Policies working gotten theirs to work since the SP1 upgrade? I see that's a common issue here...
Thanks, from a technical standpoint, and from a "Saving my Sanity" one! :)
Thursday, January 20, 2011 11:06 PM
I think a bigger 'bug' is the inclusion of the 'Notes' folder in SP1. I enabled a 'Permanently Delete' default policy and it wiped out years of notes for my users!!! Why was this folder included in the DPT?
Thursday, January 27, 2011 2:48 PM
Nobody42 - If I use the "new-managecontentsettings" or "new-managedfolderpolicy" cmdlets, will these work with a retention policy on Ex2k10 sp1? i.e. is the problem that these settings can't be assigned in the EMC, or that they just don't work at all if you are using a retention policy in ex2k10 Sp1?
Microsoft - We need the "move to deleted items" functionality back!
Thursday, January 27, 2011 2:54 PM
I posted the answer to the Calendar folder in your new thread.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.
Wednesday, February 2, 2011 6:36 PM
I am also having issues with items not being deleted from "Deleted Items" folder after expiration.
Any idea when then bug will be fixed?
Wednesday, February 2, 2011 7:48 PM
Interestingly, it appears that my Deleted Items are being purged properly.
Most of the items in my Deleted Items are simply Event initations that have been accepted/denied (which are deleting properly) and Contacts (which are not deleting properly).
From the looks of it in Outlook, the "This Item has Expired" message doesn't hold much credence, as I see a few items here that say that along with "This item will expire on <date>".
What seems to hold control over when an item is allowed to be purged is the "Modifed" date (Outlook field), not the Received or Created dates. Well, this seems to explain why old event invites are deleting, but not why Contacts are hanging around.
Thursday, February 3, 2011 4:28 PM | 1 vote
The "clock" starts when a tag is first applied to an item. So when you first apply a retention policy to a mailbox/folder, items that have never been tagged before will have their clock start then. At least I know this to be the case with the Deleted Items folder. It may actually work differently in other folders. I haven't gone back to test further with other folders.
I've got a post on this behavior here:
Friday, February 4, 2011 3:51 PM
Yeah, I found that link a while back, and I understand how it is supposed to work, but I'm reporting what I've noticed.
As of right now I have an item in my Deleted Items that is marked as Received on 1/4/2011 at 12:40p (Created date/time are the same), but the Modified date is marked as 1/26/2011 at 4:06p.
Tuesday, February 8, 2011 6:44 PM
Since the last time I recreated my tags, the deleted items has continued to work as it is supposed to. However, now my junk email folder no longer is deleting the expired items. I have a recieved and a modified date of 12/15/2010 still sitting in my junk email folder with a tag set to permanently delete after 5 days. All of the messages show they are expired, but none are being deleted.
Monday, February 14, 2011 9:09 PM
Anyone else having issues with "Sync Issues" deleting? I am.
"Conflicts" is clearing out as defined by the "Sync Issues" tag I created, but contents of the actual "Sync Issues" folder are not.
Thursday, March 3, 2011 4:04 PM
I think I figured out 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 and reloaded Outlook 2010; all of the existing Sync Issues were gone.
Wednesday, April 27, 2011 1:22 PM | 1 vote
And one more comment that we are seeing this behaviour as well, on Exchange 2010 SP1
The retention policy marks items properly in the Deleted Items folder, but does not seem to remove them.
I have noticed, however, that the retention tag seems to calculate from the Received Date, not the moved to Deleted Items folder date, as it shows expiry exactly 30 days from the received timestamp.
Not really what we are looking for, as this could mean that someone could delete an item one day and it would be gone from the Deleted Items folder the very next day.....
May be a blessing in disguise that it isn't working :)
We also enabled Subject Logging for the Monaged Folder Assistant, but no logs..... the folder was created (under Logging\Managed Folder Assistant), but that was it.
Friday, April 29, 2011 4:57 PM
Interesting to note that this thread was started at the beginning of November 2010...almost 6 months ago!!!...and that only 1 comment has been made by a Microsoft staff member (5 1/2 months ago)... that it is being investigated!!!
We installed Exchange 2010 SP1 2 weeks ago. Created a retention policy to permanently delete items from the 'deleted' folder after 1 day. 14 days later and we still have mail in the deleted items folders.
All the mail is being tagged correctly and shows the expiry date and the fact that it has 'expired' but nothing gets deleted. This includes new mail received since the tags and policy were implemented.
Users never empty deleted items folders! Seems a shame to have to revert to Group Policy to manage our mailboxes. :-(
I don't suppose anyone from Microsoft would like to provide an update at this stage?
Friday, April 29, 2011 8:02 PM
Can't provide a solutions but I may be able to help show what it is doing. Where did you see the mail tag in Outlook or OWA (Outlook Web Access)? I had a similar issue then I logged into OWA and looked at the "real expired" date. Trinio above gives an excellent example of what I am talking about above. All I know is when you first set it up there is a buffer amount of days that get added to the date for the deleted folder only. In my case it was 90 extra. Outlook showed it was expired but OWA showed that it had 90 days left. Once the 91 day hit they were all gone. Its very annoying and a big pain (I spend weeks working on it).
Friday, May 20, 2011 1:27 PM
Hi Guys,
Try this to see if this resolve the issue 'items showing expired in deleted items are not getting deleted by the retention policy tag'.
Instead if creating the RPT using the EMC, try creating it using the shell cmdlet
http://technet.microsoft.com/en-us/library/dd335226.aspx
This has worked in occations were RPT created using EMC failed to delete the items.
Let me know if there is any question.
Good Luck
Bennett
Friday, June 3, 2011 7:00 AM
Hi Bennett,
I have used the shell cmdlet and it still doesn't work. Do you know if there is a hotfix for this ? also can you confirm which date stamped that the policy use to determine the expired date ? ie. when the policy applied or delivery or when the date that the item get deleted ? this is all related to the "deleted items" folder that I'm trying to implement.
Thanks!
Hieu Truong
Wednesday, July 6, 2011 12:01 AM
I'm bumping the thread. Has anyone heard back about a hotfix? I have the same problem, thousands of messages from 2010 that say expired in my users 'Deleted Items' while messages that were deleted in the last 14 days have been removed. In our situation it appears that the policy only works on newly deleted messages not on the existing items in the folder.
Friday, July 29, 2011 4:41 PM
Add me to the list of people experiencing this issue. Come on MS... really?
Friday, July 29, 2011 5:12 PM
Please install RU3 may be the issue get resolved.
Thanks
Mihir Nayak
Thursday, August 11, 2011 10:33 AM
I am on UR4 still expired (both owa and outlook) are hanging in there...
Come on someone... Please help ...
Thursday, August 11, 2011 7:58 PM
I may have fixed this issue (I hope.)
Background: I'm going through a 2003 to 2010 SP1 Exchange migration, not quite finished yet. Thought I'd test out the retention policy stuff on my 2010 mailbox. I noticed that while the email was getting tagged the policy that cleared out email older than 60 days in the deleted items was not functioning. It seemed to delete anything that I had placed there after the policy took effect but not anything that was in there before the policy was in place, even though it was saying it was expired.
I had enabled a policy on my mailbox that had these tags:
Type: Deleted Items | Action: Permanently Delete | Age limit: 60 days
Type: Inbox | Action: Permanently Delete | Age limit: 1247 days
Type: All Other Folders in the mailbox | Action: Permanently Delete | Age limit: 1247 days
The deleted items were getting tagged and the emails were reported as being expired but the emails were never deleted. The inbox tags seemed to work fine. I happened to read this article on cleaning up the legacyExchangeDN http://www.patricktowles.com/2010/12/cleaning-up-legacyexchagnedn.html. My account still had the old 2003 in the legacyExchangeDN field. I ran a power shell script to add the X.500 address and empty the legacyExchangeDN. The next day I noticed that my deleted items had been emptied except for items newer than 60 days. It could possibly be a fluke.
Hope this helps someone.
Powershell script to target specific user to clear the legacyExchangeDN.
$users = Get-ADUser -Identity user -Properties Name , legacyExchangeDN
foreach ($user in $users){
Write-Host "Working on $user"
$legacy = $user.legacyExchangeDN
$ProxyAddresses = (Get-Mailbox $user.name).EmailAddresses
$ProxyAddresses += [Microsoft.Exchange.Data.CustomProxyAddress]("X500:$legacy")
Write-Host "Adding X500 address"
Set-Mailbox $user.name -EmailAddresses $ProxyAddresses
Write-Host "Clearing ClearLegacyExchangeDN"
Set-ADUser -Identity $user -Clear legacyExchangeDN
}
Monday, August 15, 2011 2:34 PM | 1 vote
I'm not sure if removing the legacyExchangeDN corrects the retention policy, but I just want to add a word of caution here. I followed that link, ran the mentioned script and removed the legacyExchangeDN from all the mailboxes. Talk about throwing a grenade at the mail server. This cause everyone's Outlook client to absolutely go nuts! I spent my whole weekend cleaning up from this. It didn't really affect the server, mail continued to work as normal through OWA and activesync, but Outlook 2010 choked. I eventually fixed it by recreating everyone's Outlook profile. I did have more sever problems with accounts for women that married and their accounts were changed. I had to delete one person completely from AD and re-add her.
After the Exchange 2003 to 2010, there are a lot of remnants of the Exchange 2003 left behind in the active directory. Before messing with legacyExchangeDN, I would probably make sure ExBPA runs with NO ERRORS or warnings.
Tuesday, August 16, 2011 1:04 PM
Same issue here. We are having issues where the Sync Items folder and Outbox on the server are filling up (even though the cached mode client doesn't show these items). I have a policy set to delete items in the Outbox and it just leaves them there.
There are definite bugs related to folders in E2K10. For example, if I create a mailbox export and specify Sync Items folders, it ignores that and just exports deleted items from the mailbox.
Tuesday, August 16, 2011 1:20 PM
I saw this snippet:
A retention policy can have the following retention tags:
- One or more RPTs for supported default folders
Note: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 Move to Archive action
- One DPT with the Delete and Allow Recovery or Permanently Delete actions
- One DPT for voice mail messages in Exchange 2010 SP1
- Any number of personal tags
My Retention policy includes three delete tags, Deleted Items, Outbox and Sync Issues. According to this, I'm not allowed to have this type of policy. :(
Tuesday, August 16, 2011 3:23 PM
i think its bug. will confirm soon"Abhi" "Exchange Specialist" 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.
Monday, September 19, 2011 11:32 AM
Hi guys!
Same problem here. I'll open a case on Microsoft!
Fabio Martins MCDST/MCSA Brasil!!!
Thursday, September 22, 2011 9:33 PM
Hi!
Microsoft support team is working on this case for 3 days. They're suspecting about a migration issue. We migrated from Exchange 2003, that was first migrated from Novell Groupwise. Have you migrated from previous versions of Exchange or other platform?
They collected msdt and some properties of our environment, and are still analyzing.
Fabio Martins MCDST/MCSA Brasil!!!
Thursday, September 29, 2011 8:45 AM
Hello!
I had the same problem after a migration from Exchange 2003 SP2 to Exchange 2010 SP1.
workaround for single users:
1) create a new "X500 address" and paste the old "legacyExchangeDN" value
2) clear the "legacyExchangeDN"
3) start-managedfolderassistant -identity <username>
powershell script:
http://www.patricktowles.com/2010/12/cleaning-up-legacyexchagnedn.html
Thursday, September 29, 2011 7:59 PM
Please, can you detail these steps?
In our case, we migratad from Novell Groupwise --> Exchange 2003 --> Exchange 2010.
All new users, has SMTP, X400, SIP and EUM addresses types.
The migrated users have Novell Groupwise too and the other types.
I found some users with X500 address too.
What are these address types intended for?
Thanks!
Fabio Martins MCDST/MCSA Brasil!!!
Thursday, September 29, 2011 9:09 PM
Wow this is a lot to read through so excuse my answer if it doesn't make sense. There is a bug in the GUI console for creating this policy for deleted items do it at the cmd prompt like this
New-RetentionPolicyTag -Name "NAME ME SOMETHING" -Type DeletedItems -MessageClass * -RetentionAction PermanentlyDelete -RetentionEnabled $true -AgeLimitForRetention 7.00:00:00
Also remember, deleted items is not based on the date of the e-mail but based upon which time the e-mail has arrived in the deleted items box.
Friday, September 30, 2011 12:35 PM
Wow this is a lot to read through so excuse my answer if it doesn't make sense. There is a bug in the GUI console for creating this policy for deleted items do it at the cmd prompt like this
New-RetentionPolicyTag -Name "NAME ME SOMETHING" -Type DeletedItems -MessageClass * -RetentionAction PermanentlyDelete -RetentionEnabled $true -AgeLimitForRetention 7.00:00:00
Also remember, deleted items is not based on the date of the e-mail but based upon which time the e-mail has arrived in the deleted items box.
Thanks, I'll verify this.
Fabio Martins MCDST/MCSA Brasil!!!
Monday, October 17, 2011 1:42 PM
what if you run start-managedfolderassistant alias
does this work? I assume it does?
Sukh
Thursday, October 20, 2011 4:56 PM
People,
in my case, it started to run +/- 2 weeks later, after configuring retention tags and policy.
Microsoft Support Team told us that it could be something related to Active Directory Replication.
Thankyou!
Fabio Martins MCDST/MCSA Brasil!!!
Thursday, October 20, 2011 6:27 PM
I dont believe it's realted to AD replication, even in a sinlge DC/GC scenario the issue is the same, i.e retention policy marks items as expired but doesn't action as set by the tag, unless you manually start the managed folder assistant.
Maybe your issue was related to AD repl.
Sukh
Tuesday, November 1, 2011 1:58 AM
Anybody know what the equivalent to Exchange 2007 Event ID 1207 is in Exchange 2010? This is the event giving the details of what was purged from the deleted items during maintenance. Up to now I have only been looking at Outlook clients to see if data is purged...I would like to see the results on the server itself.
'ServerName\MSExchange Assistants\Assistants' | Set-EventLogLevel -Level 'Expert
Mike Crowley | MVP
My Blog -- Planet Technologies
Tuesday, November 1, 2011 2:00 AM
I saw this snippet:
A retention policy can have the following retention tags:
- One or more RPTs for supported default folders
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 Move to Archive action
- One DPT with the Delete and Allow Recovery or Permanently Delete actions
- One DPT for voice mail messages in Exchange 2010 SP1
- Any number of personal tags
My Retention policy includes three delete tags, Deleted Items, Outbox and Sync Issues. According to this, I'm not allowed to have this type of policy. :(
The UI would not allow this anyway. You CAN have different actions for different folders in the same policy. You CANNOT have two actions on the same folder. This wouldn't make sense anyway.
Mike Crowley | MVP
My Blog -- Planet Technologies
Thursday, November 17, 2011 9:31 PM | 2 votes
I too suffer from a similar issue as this. Let me give a background which may give some insight into the same problems others have had.
In July of 2011, we migrated from Novell GroupWise to Microsoft Exchange 2010 SP1. All went fine and HR/Legal finally gave the go ahead to initiate retention policies on Deleted Items.
I created a 90 day retention policy to delete and allow recovery. Applied this to a test account and it worked....well almost worked. Emails that were dated after July 02, that were 90 days old or older were deleted and placed in the recovery box. Emails dated July 01 and prior were not deleted.
I saw mention from Mike_Kubi that deleted items is based on the date the items were deleted, not the date of the email, so when I check the items that are not deleted but should be based on the policy, there is no date deleted as well a no delivery report (Attempting to view delivery report results in "(X) Delivery Report information for this message isn't available." and Error ID: Ex7C9549)
So (see below), which everything I discovered, the items should be deleted 90 days after I created my policy tag since these emails were never "delivered" to Exchange and does not have a inherited or implicit retention tag applied. So if my assumptions are correct, for those people that have a policy tag that does not appear to be applied, you need to wait till the start date is applied (the date you applied the tag) till the expiration date (how many days your retention policy tag is specified) and then the items will be processed.
Doing a bit more investigating, I found the following: http://technet.microsoft.com/en-us/library/bb430780.aspx to paraphrase:
In Exchange 2010 Service Pack 1 (SP1), the retention age for items in the Deleted Items default folder is calculated based on the date of delivery unless the item was moved or deleted from a folder that doesn't have an inherited or implicit retention tag. Consider the following examples:
- A user receives a message in the Inbox folder on 01/26/2011. The Inbox folder has a retention tag configured to delete items in 365 days.
- The Managed Folder Assistant processes the message. It stamps the message with a start date of 01/26/2011 and an expiration date of 01/26/2012.
- The user soft-deletes the item on 02/27/2011.The item is moved to the Deleted Items folder, which has a retention tag configured to delete the item in 30 days.
- The Managed Folder Assistant processes the message. It recalculates the expiration date based on the start date (01/26/2011).
- Because the item is older than 30 days, it is deleted immediately.
- A user receives an item in the Inbox folder on 01/26/2011.The Inbox folder doesn't have a retention tag applied, and the retention policy doesn't contain a default policy tag.
- The user soft-deletes the item on 02/27/2011.The item is moved to the Deleted Items folder, which has a retention tag configured to delete items in 30 days.
- The Managed Folder Assistant processes the mailbox on 03/27/2011 and determines the item doesn't have a start date. It stamps the current date as the start date, and 04/27/2011 as the expiration date.
- The item is deleted on 04/27/2011, which is 30 days after it was deleted or moved to the Deleted Items folder.
Thursday, March 29, 2012 9:03 PM
Has Microsoft come back with any help on this issue?
Thanks
Sunday, April 1, 2012 5:58 PM
Has Microsoft come back with any help on this issue?
Thanks
I have this exact same problem
Here is my thread, apologies, this particular thread was inactive until a few days ago!
Monday, April 2, 2012 4:45 PM | 3 votes
I too suffer from a similar issue as this. Let me give a background which may give some insight into the same problems others have had.
In July of 2011, we migrated from Novell GroupWise to Microsoft Exchange 2010 SP1. All went fine and HR/Legal finally gave the go ahead to initiate retention policies on Deleted Items.
I created a 90 day retention policy to delete and allow recovery. Applied this to a test account and it worked....well almost worked. Emails that were dated after July 02, that were 90 days old or older were deleted and placed in the recovery box. Emails dated July 01 and prior were not deleted.
I saw mention from Mike_Kubi that deleted items is based on the date the items were deleted, not the date of the email, so when I check the items that are not deleted but should be based on the policy, there is no date deleted as well a no delivery report (Attempting to view delivery report results in "(X) Delivery Report information for this message isn't available." and Error ID: Ex7C9549)
So (see below), which everything I discovered, the items should be deleted 90 days after I created my policy tag since these emails were never "delivered" to Exchange and does not have a inherited or implicit retention tag applied. So if my assumptions are correct, for those people that have a policy tag that does not appear to be applied, you need to wait till the start date is applied (the date you applied the tag) till the expiration date (how many days your retention policy tag is specified) and then the items will be processed.
Doing a bit more investigating, I found the following: http://technet.microsoft.com/en-us/library/bb430780.aspx to paraphrase:
In Exchange 2010 Service Pack 1 (SP1), the retention age for items in the Deleted Items default folder is calculated based on the date of delivery unless the item was moved or deleted from a folder that doesn't have an inherited or implicit retention tag. Consider the following examples:
- A user receives a message in the Inbox folder on 01/26/2011. The Inbox folder has a retention tag configured to delete items in 365 days.
- The Managed Folder Assistant processes the message. It stamps the message with a start date of 01/26/2011 and an expiration date of 01/26/2012.
- The user soft-deletes the item on 02/27/2011.The item is moved to the Deleted Items folder, which has a retention tag configured to delete the item in 30 days.
- The Managed Folder Assistant processes the message. It recalculates the expiration date based on the start date (01/26/2011).
- Because the item is older than 30 days, it is deleted immediately.
- A user receives an item in the Inbox folder on 01/26/2011.The Inbox folder doesn't have a retention tag applied, and the retention policy doesn't contain a default policy tag.
- The user soft-deletes the item on 02/27/2011.The item is moved to the Deleted Items folder, which has a retention tag configured to delete items in 30 days.
- The Managed Folder Assistant processes the mailbox on 03/27/2011 and determines the item doesn't have a start date. It stamps the current date as the start date, and 04/27/2011 as the expiration date.
- The item is deleted on 04/27/2011, which is 30 days after it was deleted or moved to the Deleted Items folder.
I had thought that I was having this same "problem" but based on this info I realized the behavior was "By Design".
So the thing to realize here is, the way that the retention policy start time is calculated on items in most folders is different than items in the default Deleted Items folder.
“Retention Start time” (Call it RST) is what the expiration date is calculated on.
RST is carried with the message no matter where it goes.
For all folders except the Deleted Items, RST is based on received time
For Deleted Items, the RST is based on when the item was moved there, unless the item carried an RST from another folder.
In my case, I was dragging and dropping items from a PST directly to my Deleted Items folder for testing, which means they get carried over without an RST.
If items get moved from a non managed folder the same thing would happen. RST is then calculated on the move time.
Monday, April 2, 2012 8:02 PM
I too suffer from a similar issue as this. Let me give a background which may give some insight into the same problems others have had.
In July of 2011, we migrated from Novell GroupWise to Microsoft Exchange 2010 SP1. All went fine and HR/Legal finally gave the go ahead to initiate retention policies on Deleted Items.
I created a 90 day retention policy to delete and allow recovery. Applied this to a test account and it worked....well almost worked. Emails that were dated after July 02, that were 90 days old or older were deleted and placed in the recovery box. Emails dated July 01 and prior were not deleted.
I saw mention from Mike_Kubi that deleted items is based on the date the items were deleted, not the date of the email, so when I check the items that are not deleted but should be based on the policy, there is no date deleted as well a no delivery report (Attempting to view delivery report results in "(X) Delivery Report information for this message isn't available." and Error ID: Ex7C9549)
So (see below), which everything I discovered, the items should be deleted 90 days after I created my policy tag since these emails were never "delivered" to Exchange and does not have a inherited or implicit retention tag applied. So if my assumptions are correct, for those people that have a policy tag that does not appear to be applied, you need to wait till the start date is applied (the date you applied the tag) till the expiration date (how many days your retention policy tag is specified) and then the items will be processed.
Doing a bit more investigating, I found the following: http://technet.microsoft.com/en-us/library/bb430780.aspx to paraphrase:
In Exchange 2010 Service Pack 1 (SP1), the retention age for items in the Deleted Items default folder is calculated based on the date of delivery unless the item was moved or deleted from a folder that doesn't have an inherited or implicit retention tag. Consider the following examples:
- A user receives a message in the Inbox folder on 01/26/2011. The Inbox folder has a retention tag configured to delete items in 365 days.
- The Managed Folder Assistant processes the message. It stamps the message with a start date of 01/26/2011 and an expiration date of 01/26/2012.
- The user soft-deletes the item on 02/27/2011.The item is moved to the Deleted Items folder, which has a retention tag configured to delete the item in 30 days.
- The Managed Folder Assistant processes the message. It recalculates the expiration date based on the start date (01/26/2011).
- Because the item is older than 30 days, it is deleted immediately.
- A user receives an item in the Inbox folder on 01/26/2011.The Inbox folder doesn't have a retention tag applied, and the retention policy doesn't contain a default policy tag.
- The user soft-deletes the item on 02/27/2011.The item is moved to the Deleted Items folder, which has a retention tag configured to delete items in 30 days.
- The Managed Folder Assistant processes the mailbox on 03/27/2011 and determines the item doesn't have a start date. It stamps the current date as the start date, and 04/27/2011 as the expiration date.
- The item is deleted on 04/27/2011, which is 30 days after it was deleted or moved to the Deleted Items folder.
I had thought that I was having this same "problem" but based on this info I realized the behavior was "By Design".
So the thing to realize here is, the way that the retention policy start time is calculated on items in most folders is different than items in the default Deleted Items folder.
“Retention Start time” (Call it RST) is what the expiration date is calculated on.
RST is carried with the message no matter where it goes.
For all folders except the Deleted Items, RST is based on received time
For Deleted Items, the RST is based on when the item was moved there, unless the item carried an RST from another folder.
In my case, I was dragging and dropping items from a PST directly to my Deleted Items folder for testing, which means they get carried over without an RST.
If items get moved from a non managed folder the same thing would happen. RST is then calculated on the move time.
This is a very noisy answer, but does your policy actually work? I think i understand the RST, which is just a fancy way of saying ' deleted when 1 day has passed', no? Obviously, the specific rule i have suggests a 1 day delete, and if you put it the deleted items at 5PM, it won't be deleted until 5PM the following day, etc. Is my understanding correct?
Monday, April 2, 2012 9:48 PM
Thanks for the info. I will test my tags again with this info in mind.
Tuesday, April 3, 2012 1:36 PM | 1 vote
Yes, my policies actually work as expected. For the GroupWise migrated items, after 90 days of applying the policy, the migrated items deleted in one fell swoop on that 91st day.
As for your example, you are correct. If you do not have a policy assigned to the inbox, then once you delete the item, the deleted items policy is to delete after one day. Since the email did not have a expiration date, it would be assigned a expiration date of day deleted + Policy (So today + 1 day). You would then see the expiration date if you would view the deleted message.
Saturday, April 21, 2012 1:52 PM
Yes, it works, but as stated, the deleted items tend to follow the time that either the policy was applied or the items were moved there. Unlike the trigger for default folders (Delivered Time), the Trigger for deleted items seems to either be modified time or some other trigger like maybe the time the policy was applied.
The items here do retain the trigger if they were moved from a folder that already had a policy applied, like the Inbox.
I think that the policy has some logical "Working itself out" to do and that the Artificalness of our testing has corrupted our results (that is my new management catchphrase by the way, kinda like "This behavior is by design").
The only question is, how long will it take to work itself out after you apply the policy? Well that depends on the Policy length. If the Deleted Items policy is set for 7 days, and the Inbox was set for one year, there will be a 7 day period where some items in the Deleted Items folder will delete instantly (old items you deleted from the Inbox after the policy had been applied to the Inbox) and others will take the entire policy length (already existed in the Deleted Items folder).
Saturday, April 21, 2012 1:55 PM
Thanks for the verification!
Tuesday, March 5, 2013 12:00 PM
Just one problem. Even messages that are marked as expired are not deleted even when the process is initiated manually. How can that be anything other than a bug? Either a message is expired or it isn't.
Wednesday, March 6, 2013 3:24 AM
I've just been reading about this in another thread. From what I gather it seems it takes the length of your policy in Deleted Items for it to finally kick in. E.g. have just setup a Deleted Items policy to permanently delete all items older than 6 months old...but it's not working.
If I look at expiry date in Outlook for an email over a year old it will tell me that it expired on a previous date, but it still hasn't been removed.
Handy hint from someone else said to check the expiry in OWA. And this is where you find the key to the problem. OWA says that the expiry of the email is set for August this year, which is 6 months from when I created the policy. All my deleted items already over 6 months old have this same date for expiry.
Obviously if you setup a policy to remove deleted items after 7 days you would only need to wait 7 days for it to kick in, but I don't want to be that ruthless with my users deleted items folders.
So if like me you set this up for some users as they were getting close to exceeding their mailbox limit, you're out of luck if you want a quick cleanup of the deleted items folder....you'll need to wait the length of the policy...in my case 6 months.
Technically I suppose not a bug. But I don't agree with how it works...
Tuesday, March 12, 2013 3:54 PM
From the sounds of it the deleted mailbox works off the "PR_ARCHIVE_DATE" and not the "PR_CREATION_TIME" as the rest of the folders do. This is an unfortunate workflow for our purposes. Does anyone have any thoughts on a way to force the deleted items folder to use the "PR_CREATION_TIME" for the application of the tag?
Wednesday, April 24, 2013 3:03 PM
I too have this problem.
We are running SBS2011 and Exchange 2010
I created the policy and tag using the Exchange Management Shell, applied to user with the shell command and then forced the managedfolderassistant to run.
The policy has applied, it is showing on email with the expire date being well in the past, but the mails are not gone :-(
Any fix would be much appreciated.
Thanks
Thursday, July 11, 2013 2:54 PM
Anyone found a solution to this yet???
Thursday, July 11, 2013 4:52 PM
Anyone found a solution to this yet???
Ok, think I got it to work. Delete the EMC tag and re-add it via the shell as someone pointed out in a thread I read.
Friday, August 23, 2013 10:13 AM
anyone get any further with this?
Recreating in shell makes no difference for me.
Thanks
Monday, February 17, 2014 8:59 PM
I noticed that Outlook would say the items were expired, however if I checked via OWA, a more accurate retention description was given.
Example:
Outlook shows "This item is expired"
Expires 2/16/2014
OWA shows the following:
Annoying yes, but at least the retention policy is actually working.
Wednesday, September 16, 2015 3:08 PM | 1 vote
I was able to resolve this problem by running the Start-ManagedFolderAssistant -Identity alias
Wednesday, May 25, 2016 1:28 PM
I don't find deleting the EMC created tag and recreating in shell to be a valid fix. Especially 6 years later.
Wednesday, November 23, 2016 5:35 AM
I got the exact same message as you, I know this is an old article but interested to know :
1. Whether this is how retention policy works, you have to wait for certain days (3 months etc) for it to actually delete all the old and expired emails.
2. Is there a workaround before retention policy take effect? for example our customer's shared emailbox is reaching 15GB now and kept increasing, they have to wait another 2 months and 25 days for Retention policy take effect?
Thursday, May 25, 2017 11:22 PM
I was able to resolve this problem by running the Start-ManagedFolderAssistant -Identity alias
I wasn't able to correct the issue running the command but when I ran it with the tags:
Start-ManagedFolderAssistant -Identity "<mailbox>" -HoldCleanup:$false -AggMailboxCleanup
the folder started to clean up within 5 min.
I believe this will fix the problem.
Thursday, August 24, 2017 10:13 AM
Hi Guys, what does mean the parameter -AggMailboxCleanup I didn't find any description
https://technet.microsoft.com/en-us/library/aa998864(v=exchg.160).aspx