Voice Mails and Retention Policies

Voice Mails and Retention Policies

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In this post,we will discuss how Voice mail messages are processed with MRM 1.0 and MRM 2.0.

Managed Folders (MRM 1.0)

When you create a Managed Content Setting for a folder with Message Class "Email",

      

the messages class included are ;

IPM.Note;
IPM.Note.AS/400 Move Notification Form v1.0;
IPM.Note.Delayed;IPM.Note.Exchange.ActiveSync.Report;
IPM.Note.JournalReport.Msg;
IPM.Note.JournalReport.Tnef;
IPM.Note.Microsoft.Missed.Voice;
IPM.Note.Rules.OofTemplate.Microsoft;
IPM.Note.Rules.ReplyTemplate.Microsoft;
IPM.Note.Secure.Sign;
IPM.Note.SMIME;
IPM.Note.SMIME.MultipartSigned;
IPM.Note.StorageQuotaWarning;
IPM.Note.StorageQuotaWarning.Warning;
IPM.Notification.Meeting.Forward;
IPM.Outlook.Recall;
IPM.Recall.Report.Success;
IPM.Schedule.Meeting.*;
REPORT.IPM.Note.NDR

When you create a Managed Content Setting for a folder for Message class "Voice Mail".

         

The message class included are ;

IPM.Note.Microsoft.Voicemail*

Note that there is Voicemail* (star) in the message class for voice mail.

Which means that we need Content setting for Voice Mail to process Voice Mail messages and Content Setting for Email to process the Missed Voice Mails. If we want to process both Voice Mail message and Missed Voice Mails ,we need to create two content setting for a given folder ,one with message class "Email" and other with message class "Voice Mail".

MRM 1.0 allows us to create multiple content setting for a given folder provided that no two content setting for a given folder has the same message class.

MRM 1.0 in mixed environment ie Exchange 2007 and Exchange 2010.

MRM 1.0 and MRM 2.0 is available in Exchange 2010.

If the managed Content Setting for "Voice Mail"  is created in Exchange 2010,The message class shows only 'Voice Mail" instead of IPM.Note.Microsoft.Voice Mail*" but it DOES process Voice Mail messages.

Below is an example :

Content setting Voice1.0 is created in Exchange 2007 whereas Voice2.0 is created in Exchange 2010.

Now let see the changes in MRM 2.0 with respective to voice mails.

When I create a RPT for Inbox ,the message class that this tag processes is ;

Above we see that this tag will process all ( * ) the message class including Voice Mails.

This might create problem if you just want to process only Voice Mails from Inbox,thou we can apply Personal tag to these Voice Mails,

To process Voice mails specifically from your mailbox, we can only create a Default Policy Tag (DPT).

Create a Retention Tag :- http://technet.microsoft.com/en-us/library/ff625223(v=exchg.141).aspx

DPT for Voice Mail will have the below message class;

Since its a DPT it is going to process all the folders in the mailbox and delete only the Voice Mails. Again this is only applicable if you have only DPT for voice mail in the policy.

If your policy also has RPT for Inbox  along with DPT for Voice Mail as shown below ;

The DPT would process all the folders in the mailbox and only delete Voice mails except the Inbox folder as we already have a tag for Inbox,thus Voice Mails in Inbox would be tagged and  processed by Inbox tag.

If our requirement is to process Voice Mails in the Inbox as well as emails in the Inbox.The only workaround would be to change the action as "Move to Archive" for Voice Mail DPT. Now my policy would be as below ;

With above policy in place,the DPT since has action "Move to Archive" ,it would process all the folders in the mailbox ,including Inbox and move only the Voice Mails which are older than 14 days to Inbox folder in Archive and on the Inbox in the Archive where voice messages are moved will be processed by Inbox tag.

Note that for this to work the DPT with move to archive action needs to have lower retention age than RPT for Inbox.  Refer  Retention policy on Archive mailbox ? &  DPT with move to archive action takes precedence over RPT

Hope this helps!!

Vikas

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