Forum Discussion
Purview Retention Policies
I have a requirement to retain and delete Exchange Online email >7 years old for the majority of our user base but also need to retain email for a subset of users indefinitely and exclude Share Mailboxes completely. The solution I was thinking of is as follows;
- Create a Purview Adaptive Scope which with a query of RecipientTypeDetails -eq 'UserMailbox' which will return only User mailboxes and exclude Shared Mailboxes.
- Create an Adaptive Retention policy using the adaptive scope in point 1 which will delete all Exchange Online email >7 years.
- Create a Purview Adaptive Scope which with a query of the UPN of the users we need to keep email indefinitely for.
- Create an Adaptive Retention policy using the adaptive scope in point 3 to retain email
My question firstly, is this a valid solution and secondly will the retain policy take precedence over the delete policy even though the users will be in both policies.
Thanks In Advance
Chris
Content retention always takes precedence over deletion, so a user can be included in both policies. Reference Learn about retention policies & labels to retain or delete | Microsoft Learn So you retain indefinitely will override the delete. Regarding your adaptive scopes for the list of users, with indefinite retention of their emails, I would not use the email address; otherwise, you will end up with a very long query email1 or email2 or email3 etc. And you have to maintain this for every new user you want to add to the scope. The benefit of Adaptive Scopes is that the rules should be dynamic based on metadata, so create a query such as a department:HR or use the user custom attributes 1 to 15 e.g. custom attributes such as CustomAttribute1:VIP. This way, you can manage the group outside of Purview.
3 Replies
Content retention always takes precedence over deletion, so a user can be included in both policies. Reference Learn about retention policies & labels to retain or delete | Microsoft Learn So you retain indefinitely will override the delete. Regarding your adaptive scopes for the list of users, with indefinite retention of their emails, I would not use the email address; otherwise, you will end up with a very long query email1 or email2 or email3 etc. And you have to maintain this for every new user you want to add to the scope. The benefit of Adaptive Scopes is that the rules should be dynamic based on metadata, so create a query such as a department:HR or use the user custom attributes 1 to 15 e.g. custom attributes such as CustomAttribute1:VIP. This way, you can manage the group outside of Purview.
Thanks for the information. We are using a custom attribute for the adaptive policy scope. Just out of interest how long do you generally see it take for a new adaptive scope to populate.?
Thanks for confirming this for me. The adaptive scope I have created is using extension attribute 4 to query the users in scope.
