Exchange 2013 Setup creates a default archive and retention policy named Default MRM Policy. This policy contains retention tags that have the Move to Archive action, as shown in the following table.
NoteNote:
In Exchange 2010, the default archive and retention policy created by Exchange Setup is named Default Archive and Retention Policy.
Retention tag name
Tag type
Description
Default 2 year move to archive
Default (DPT)
Messages are automatically moved to the archive mailbox after two years. Applies to items in the entire mailbox that don't have a retention tag applied explicitly or inherited from the folder.
Personal 1 year move to archive
Personal
Messages are automatically moved to the archive mailbox after one year.
Personal 5 year move to archive
Personal
Messages are automatically moved to the archive mailbox after five years.
Personal never move to archive
Personal
Messages are never moved to the archive mailbox.
Recoverable Items 14 days move to archive
Recoverable Items Folder
Messages are moved from the Recoverable Items folder of the user's primary mailbox to the Recoverable Items folder of the archive mailbox. Users attempting to recover deleted items in the archive must use the Recover Deleted Items feature on the archive mailbox.
If you enable an In-Place Archive for a mailbox user and the mailbox doesn't already have a retention policy assigned, the default archive and retention policy is automatically assigned. After the Managed Folder Assistant processes the mailbox, these tags become available to the user, who can then tag folders or messages to be moved to the archive mailbox. By default, email messages from the entire mailbox are moved after two years.
Before provisioning archive mailboxes for your users, we recommend that you inform them about the archive policies that will be applied to their mailbox and provide subsequent training or documentation to meet their needs. This should include details about the following:
•Functionality available within the archive, the default archive, and retention policies.
•Information about when messages may be moved automatically to the archive.
•Information about the folder hierarchy created in the archive mailbox.
•How to apply personal tags (displayed in the Archive policy menu in Outlook and Outlook Web App).
NoteNote:
If you apply a retention policy to users who have an archive mailbox, the retention policy replaces the default MRM policy. You can create one or more retention tags with the Move to Archive action, and then link the tags to the retention policy. You can also add the default Move to Archive tags (which are created by Setup and linked to the Default MRM Policy) to any retention policies you create.
For information about compliance and archiving in Outlook 2010 and later, see Plan for compliance and archiving in Outlook 2010.
Archive quotas
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Archive mailboxes are designed so that users can store historical messaging data outside their primary mailbox. Often, users use .pst files due to low mailbox storage quotas and the restrictions imposed when these quotas are exceeded. For example, users can be prevented from sending messages when their mailbox size exceeds the Prohibit send quota. Similarly, users can be prevented from sending and receiving messages when their mailbox size exceeds the Prohibit send and receive quota.
To eliminate the need for .pst files, you can provide an archive mailbox with storage limits that meet the user's requirements. However, you may still want to retain some control of the storage quotas and growth of archive mailboxes to help monitor costs and expansion.
To help with this control, you can configure archive mailboxes with an archive warning quota and an archive quota. When an archive mailbox exceeds the specified archive warning quota, a warning event is logged in the Application event log. When an archive mailbox exceeds the specified archive quota, messages are no longer moved to the archive, a warning event is logged in the Application event log, and a quota message is sent to the mailbox user. By default, in Exchange 2013, the archive warning quota is set to 45 gigabytes (GB) and the archive quota is set to 50 GB.
The following table lists the events logged and warning messages sent when the archive warning quota and archive quota are met.