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munishajariwala-5872 asked YukiSun-MSFT commented

Implement 180 days email archive

Hi,

So i got this project for a county wide to Implement 180 days email(Outlook) archive. We need to change our default email retention policy to 180 days. Additionally, users will need to be able to flag certain emails as requiring additional, specialized retention schedules for regulatory compliance or business operations reasons. and also We need to adjust our baseline policy in email to 180 days and create the necessary labels/policies for each business unit to accommodate their particular use cases.

I don't know where to start, could anyone help me with this?


Thanks,
Munisha

office-outlook-itpro
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Hi @munishajariwala-5872,

Just checking to see if there are any updates. Should you need more help on this, you can feel free to post back.


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michev avatar image
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michev answered

Define "archive"? If you want to take advantage of the Online Archive functionality in Exchange Online, your only option is to use old-style retention tags: https://docs.microsoft.com/en-us/exchange/policy-and-compliance/mrm/retention-tags-and-retention-policies?view=exchserver-2019
If you simply want to ensure that compliance requirements are met, without necessary utilizing the Online archive, the new retention policies in the compliance center are a better fit probably, as they cover additional scenarios: https://docs.microsoft.com/en-us/microsoft-365/compliance/retention?view=o365-worldwide
Both solutions allow for custom tags/labels as well, to cater to the "manually label specific items" scenario.

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YukiSun-MSFT answered YukiSun-MSFT edited

Hi @munishajariwala-5872,

Before going further, could you elaborate it a bit more about which email server you are using?

Assuming you are runing Exchange Online or on-premise Exchange server, do you mean moving mails from the primary mailbox to the archive mailbox by "archive"? If this is the case, for Exchange Online, you may refer to the suggestions as provided by michev. If you are using Exchange on-premise, similar to what is mentioned in the first link shared by michev, you can create a default policy tag as follows with several personal retention tags based on users' need:
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Then create a retention policy using these tags and apply to the users. For more informaiton, hopefully you can find the documentations below helpful:

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