Greetings,

We at the City of Portland Archives and Records Management Division, with 
help from our technology services bureau, are preparing to run a pilot to 
test MS Exchange's Messaging Records Management (MRM) functionality as 
a way to manage email based on the federal Capstone approach.  We're 
running Exchange 2016 on the web.

Briefly, with MRM, you can create a set of default retention policies, one of 
which gets applied to a user's Outlook mailbox. Each policy is made up of a 
combination of up to 3 different retention "tags".  There's an overall default 
tag that applies to all folders unless it is overridden by one of the other 
kinds of tags.  So, a simplified example policy can consist of a 3 year purge 
on your Sent Items and all your user-created folders, but 2 years on the 
Inbox and 90 days on Deleted Items. 

On paper it sounds like it will work for us and we're trying it out on a few 
dummy accounts before starting a larger pilot.

Now to the questions.  Is anyone using the Exchange MRM functionality 
either with a single policy or a set of policies? If multiple, did you apply the 
policies using Outlook distribution lists or in some other manner?  Overall, 
is it working as expected?

If anyone is willing to share their experiences it would be greatly 
appreciated and we'll do the same down the road.

Thanks.

Tim Hunt
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