RetentionHoldEnabled and Retention Policy

APTOS 221

Hello ,

I'm using Network Upload to import PST file into a mailbox, automatically RetentionHoldEnabled property is set to True (https://learn.microsoft.com/en-us/purview/use-drive-shipping-to-import-pst-files-to-office-365 )

what happen when the RetentionHoldEnabled property is set to True ?if the user
is deleted items accidently and retentionholdenabled is set to true what can be happen to retain deleted items ? what change when the policy is not applied ?

Regards

AnnuKumari-MSFT 32,906 Reputation points Microsoft Employee

2023-11-09T07:01:16.8933333+00:00

Hi APTOS ,

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2 answers

Vasil Michev 106.1K Reputation points MVP

2023-11-06T16:42:41.3333333+00:00

It stops processing the mailbox, in other words no items from user-accessible folders will be automatically deleted or moved to the Online archive. The Recoverable items subtree is unaffected by this, and thus deleted items will follow the "regular" lifecycle workflow.

For additional details consult the official documentation here: https://learn.microsoft.com/en-us/exchange/security-and-compliance/messaging-records-management/mailbox-retention-hold
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Aholic Liang-MSFT 13,856 Reputation points Microsoft Vendor

2023-11-07T08:14:45.4033333+00:00

Hi @APTOS ,

Just checking in to see if above information was helpful. Please let us know if you would like further assistance.

If the question has been answered, please accept the helpful replies as answers to help other community members.

APTOS 221 Reputation points

2023-11-16T16:20:13.9933333+00:00

hello @Vasil Michev

on MS documentation , is written :

After a certain time, you can turn off the retention hold by running the Set-Mailbox -RetentionHoldEnabled $false command. For instructions

But the issue here , if i turned RetentionHoldEnabled $false then , the retention policy will be applied then the old emails imported from the pst files will be deletetd .i don't know how to handle this ?

advice please ?

Vasil Michev 106.1K Reputation points MVP

2023-11-16T16:45:29.9966667+00:00

Let's back up a bit. Nothing will be automatically deleted, unless you specifically have included a "Delete" tag in your retention policy. If there is such tag, toggling RetentionHoldEnabled will disable any processing, and if you toggle it back to False, messages will be processed as per the assigned tag. If you want to make sure no automatic deletion happens, remove any "Delete" tags, or stamp a different tag on the items in question.

If the idea is to prevent even end users from deleting messages, (classic) Exchange retention policies are not the answer. You can either put the mailbox on litigation hold, or use the new-style M365 retention policies.

APTOS 221 Reputation points

2023-11-17T08:20:32.3266667+00:00

How i can stamp a different tag on the items please ?

Regards

Kael Yao-MSFT 37,646 Reputation points Microsoft Vendor

2023-11-20T02:25:09.5266667+00:00

Hi @APTOS

Please have a check in Exchange Admin Center of the current Retention policy applied to the mailbox.

For example:

Then check the settings of this retention policy in Microsoft Purview:

Here you can modify the default MRM policy (add or delete retention tags, which performs the delete or move to archive action on email items) or create a new MRM policy with retention tags that you want and assign the new policy to mailbox.

For more details about retention policy and retention tags:

Retention tags and retention policies in Exchange Online
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APTOS 221 Reputation points

2023-11-20T08:51:58.8366667+00:00

Hello @Kael Yao-MSFT @Vasil Michev

In my organization, there are two policies applied to our mailbox: the MRM Policy, as mentioned by Kael, and a second Retention Policy under Data Lifecycle Management > Microsoft 365.

However, I'm unsure which policy is applied first. Any ideas, please? if this last policy was applied first i think i can

Set-Mailbox -RetentionHoldEnabled $false , without any impact for the users once i imported thye pst file with items out of the age of the retention policy which here 5 years **!

Many thanks**
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Kael Yao-MSFT 37,646 Reputation points Microsoft Vendor

2023-11-20T09:22:21.1433333+00:00

Thanks for the update.

Here is a link discussing this question which should be helpful:

The principles of retention, or what takes precedence?

APTOS 221 Reputation points

2023-11-20T15:51:01.79+00:00

any idea in my case ?

Kael Yao-MSFT 37,646 Reputation points Microsoft Vendor

2023-11-21T05:47:26.3866667+00:00

Sorry but I am not sure I understand your concern here.

If you do not want the items in the imported pst files which are over 5 years old to be deleted, better make sure there is no delete action in both Microsoft 365 retention policy (Data Lifecycle Management > Microsoft 365) and Exchange retention policy (MRM policy).

APTOS 221 Reputation points

2023-11-21T08:52:03.67+00:00

is there a way to check a user mailbox and check which policy is applied first ? i have some confusions to say such policy to be applied first ..

Kael Yao-MSFT 37,646 Reputation points Microsoft Vendor

2023-11-21T09:05:21.7666667+00:00

This documentation explians it: https://learn.microsoft.com/en-us/purview/retention?tabs=table-overriden#the-principles-of-retention-or-what-takes-precedence

It is required to combine the settings in your tenant for the conclusion.
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RetentionHoldEnabled and Retention Policy

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