Selectively archiving shared mailbox folders to online archive using policy

Question

I am trying to craft a policy that will archive selected folders (in this case just Sent Items and Deleted Items) from a shared mailbox into its online archive, and I want only archive items that are over 7 days old from these 2 folders only. Leaving all other folders as is (ie. retaining them).

I have looked into the retention labels, and the MRM retention policy and tags inside Purview->Data Lifecycle Management and I can't seem to setup exactly that scenario. When I look at the MRM Retention Policy it only allows me to archive the whole mailbox based on the retention tags applied. I can't select certain folders AND archive. (it does allow me to select certain folders but they have to be deleted not archived, the archive option is removed as soon as I choose the option to select certain folders).

Answer 1

For that scenario, you need to use the "legacy" Exchange MRM retention tags, as they are the only ones that allow you to use the "Move to archive" action. If you are just interested in default folders, such as Sent items, you can create a "folder" retention tag: https://learn.microsoft.com/en-us/exchange/security-and-compliance/messaging-records-management/retention-tags-and-policies#types-of-retention-tags

One the tags have been created, assign them to a retention policy and stamp it on the mailbox(ex) in question. Do note however that the Deleted items folder is treated a bit differently, so you might need to perform additional steps, depending on how you go about the tags/policies. Details for example here: https://www.michev.info/blog/post/5868/make-sure-deleted-items-are-automatically-removed-from-microsoft-365-mailboxes