6.2 How Retain Works with Exchange and Office 365

These email systems do not have a built-in retention service similar to GroupWise, there is no "digest retention time" field in any of their mail system databases that Retain can use; thus, Retain uses its own field in the "retain" database to keep track of its job starting point. This "item store flag" works just like the "retention flag" with GroupWise jobs. That date/time gets set to the date/time of the newest/latest item archived for a given mailbox; or, if an error(s) occurred during a job, the item store flag gets set to the date/time of the first item that had an error. That way, when the next archive job runs, it starts with the date/time of the item store flag, ensuring that Retain tracks the item until it is properly archived. However, it is important to note that not advancing the item store flag does not prevent the user from emptying the item from their Trash in these email systems because they do not have a retention feature similar to GroupWise.

6.2.1 Placing a Hold Prevents Loss of Unarchived Messages

To prevent items from being deleted from Exchange/O365 a hold must be placed on the mailboxes. This can be an In-Place or Litigation hold. When a user deletes a message from Outlook the message is moved to the Trash, the user can then empty the trash. Exchange/O365 then moves the message to a Recoverable Items folder for 14 days before removing it from disk. However, a user can right-click on the trash and attempt to recover a deleted item, and at this point can purge an item immediately to remove it completely. This may be against your data retention policy, so to prevent the deletion, a hold then moves the item to the hidden Purged folder, where the user cannot remove it but Retain can still archive it.

6.2.2 Journaling Mailbox, an Alternative to the Item Store Flag but Not Recommended

Alternatively, a journaling mailbox may be used on On-Premise Exchange. When a journaling mailbox is set up in Exchange, it can be configured in a way that redirects a copy of each message that is either sent or received throughout the entire mail system into they journaling mailbox. Retain can be configured to include the journaling mailbox in its archive job. Thus, even if a user empties an item from Trash, a copy of that item already exists in the journaling mailbox and remains in that mailbox until it is archived by Retain. If configured properly, Retain removes that item from the journaling mailbox upon successfully archiving it. Items emptied from a user's Exchange mailbox but archived from the journaling mailbox do not appear in the user's Retain mailbox; however, they are searchable using the Retain search feature.

Because of the fact that duplicates of all email messages system wide get placed in the journaling mailbox, it can fill up fast. For this reason, we recommend that you not use the journaling mailbox feature and go with the Recoverable Items feature instead. If the journaling mailbox gets too big, Exchange is no longer able to serve the mailbox. Thus, when Retain tries to run an archive job against it, it fails because Exchange never responds back. This is why it is no longer recommended.