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How Retention Age is Calculated

Applies to: Exchange Server 2010

Topic Last Modified: 2009-10-22

If you set a retention limit on items with a retention tag or within 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.

For mailboxes that use retention policies, the retention age of mailbox items is calculated from the date of delivery.

Bb430780.important(en-us,EXCHG.140).gifImportant:
Retention tags include retention settings such as retention age and retention action. However, to configure retention settings for a managed folder, you must create managed content settings for it. A Microsoft Exchange Server 2010 mailbox can be configured to use either a retention policy or a managed folder mailbox policy.

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

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 following tables describe the rules used for various 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

  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.

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

  1. A task expires according to its message-received date, if one exists.
  2. If a task doesn't have a message-received date, it expires according to its message-creation date.
  3. If a task has neither a message-received date nor a message-creation date, it doesn't expire.

Tasks not in the Deleted Items folder

  • Non-recurring tasks:
    1. A non-recurring task expires according to its message-received date, if one exists.
    2. If a non-recurring task doesn't have a message-received date, it expires according to its message-creation date.
    3. If a non-recurring task has neither a message-received date nor a message-creation date, it doesn't expire.
  • A recurring task expires according to the end date of its last occurrence. If a recurring task doesn't have an end date, it doesn't expire.
  • A regenerating task (which is a recurring task that regenerates a specified time after the preceding instance of the task is completed) doesn't expire.

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

  1. If the item has a message-received date, the message-received date is used.
  2. If the item doesn't have a message-received date, the message-creation date is used.
  3. If the item doesn't have a message-creation date, the message doesn't expire.

When a user moves the item to the managed folder

  1. If the item has a move date, the move date is used.
  2. If the item doesn't have a move date, the item doesn't expire.

Any corrupt items in a mailbox are skipped by the Managed Folder Assistant and don't expire.

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