We currently use Managed folders in exchange, let me be clear not Exchange manged folders but folders that we created through a utility that we then use EVPM to set a retention period on.
We have setup the Managed folder utility so that it will create default folders based on your department/title. Some of the defaults are general correspondence, 1 year - Project updates, 2 years. The default folders are automatically pushed to the users mailbox, if they have additional requirements they can request additional folders with different retention through the managed folder utility. Once the folders are created a EVPM file is created and automatically ran that will assign the proper retention to the folders.
This way when a user moves email around their mailbox they can change the retention based on what folder they place the email in. If the user does not move the item and they leave it in their mailbox it will be archived at 30 days with a 90 day retention. IN short if the user wants to keep emails longer than 90 days they MUST take action and move it to the proper folder.
Here in lies the problem that I am curious if anyone out that has noticed.
We have over 200 millions emails archived in the vault and all of the corresponding shortcuts in the users mailboxes. The users constantly have access to move the emails around and thus change the retention. the fact that we have so many shortcuts in the mailboxes means that it takes 2-3 days to process 3500 mailboxes per exchange server. when expiration comes around it DOES NOT check where the shortcut is and it just expires based on what the Database says. so the end result is that items which should be retained are being expired. Orphan shortcut cleanup process then comes around and within 2-3 days removes the orphaned shortcut.
Has anyone noticed this behavior in their environment?