Messaging Records Management Terminology in Exchange 2010


Applies to: Exchange Server 2010 SP3, Exchange Server 2010 SP2

The following table defines the core components associated with messaging records management (MRM) in Microsoft Exchange Server 2010. MRM is a records management technology in Exchange 2010 that helps organizations reduce the risks associated with e-mail and other communications. MRM makes it easier to keep messages needed to comply with company policy, government regulations, or legal needs, and to remove content that has no legal or business value.

  • default policy tag (DPT)
    New with Exchange 2010, a DPT is a retention tag that applies to all items in a mailbox that don't already have a retention tag applied. You can have only one DPT in a retention policy.
  • filer user or filer
    A user who regularly files mailbox items into folders.

    Compare to piler user or piler.

  • journaling
    The ability to record communications, including e-mail communications, in an organization for use in the organization's e-mail retention or archival strategy. In MRM, journaling commonly refers to the process of sending a journal report about messages in a managed folder to the specified SMTP address. This process is performed by the Managed Folder Assistant.
  • managed content settings
    The retention information created for managed folders. A managed folder can have multiple content settings for different message types such as e-mail messages, voice mail, and calendar items. Message retention settings defined in content settings for a managed folder apply to messages in that managed folder.
  • managed folder
    In the Exchange management interfaces (Exchange Management Console and Exchange Management Shell), a managed folder is an Active Directory object. In a mailbox, a managed folder is a folder to which managed content settings have been applied.
  • Managed Folder Assistant
    One of the Microsoft Exchange Mailbox Assistants in Exchange 2010. The Managed Folder Assistant is responsible for message expiration and compliance. It processes mailboxes and applies retention policies and managed folder mailbox policies.
  • managed folder mailbox policy
    A logical grouping of managed folders. When a managed folder mailbox policy is applied to a user's mailbox, all managed folders linked to the policy are deployed in a single operation.
  • personal tag
    New with Exchange 2010, a personal tag is a retention tag available to Microsoft Office Outlook Web App and Microsoft Outlook 2010 users for applying retention settings to custom folders and individual items, such as e-mail messages.
  • piler user or piler
    A user who doesn't file mailbox items regularly. Piler users tend to have a large Inbox and rely on search to find messages.

    Compare to filer user or filer.

  • policy
    See retention policy or managed folder mailbox policy.
  • retention policy tag (RPT)
    New with Exchange 2010, an RPT is a retention tag that's applied to default folders such as Inbox and Deleted Items.
  • retention policy
    New with Exchange 2010, a retention policy is logical grouping of retention tags. When a retention policy is applied to a user’s mailbox, all retention tags linked to the policy are deployed in a single operation.
  • retention tag
    New with Exchange 2010, retention tags are used to apply retention settings to messages and folders to user mailboxes. There are three types of retention tags:

    • Default policy tags (DPTs)

    • Retention policy tags (RPTs)

    • Personal tags

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