When you configure archiving based on quota, or on age and quota, consider the recommendations given here. These recommendations help you to avoid setting the quota percentage too high for your Enterprise Vault configuration. If the quota percentage is too high, Enterprise Vault may archive too many items as it tries to achieve the quota target.
The recommendations are as follows:
Review your shortcut settings and consider using smaller shortcuts. With smaller shortcuts, Enterprise Vault saves more space in a mailbox for each item that it archives. The result is that Enterprise Vault needs to archive fewer items to achieve the percentage of free space that you require.
If you use large shortcuts when the average item is small, Enterprise Vault saves less space for each item that it archives.
To find out the average shortcut size, run the Exchange Mailbox Archiving task in run mode.
You specify the settings that determine what information is left in a shortcut on the mailbox policy tab.
Consider making shortcuts expire earlier. When shortcuts expire earlier, you save mailbox space and avoid archiving too many items. You set the age at which Enterprise Vault deletes shortcuts on the mailbox policy tab.
Specify that Enterprise Vault starts by archiving large items. Enterprise Vault then archives items that use the most mailbox space first.
Start with a low quota percentage, and increase it gradually until you get the results you require.
Make sure that there is enough archiving each night so that users have sufficient space for the following day.
Check the mailbox policy Advanced settings and .
Items in the Deleted Items folder are included in the Exchange Server mailbox storage limit calculation. By default Enterprise Vault does not archive items from the Deleted Items folder. So items in the Deleted Items folder can prevent Enterprise Vault from reaching the quota percentage target.
Managed folders are also included in the Exchange Server mailbox storage limit calculation. By default Enterprise Vault archives from managed folders, but you can configure it so that it does not archive from managed folders. In this case, Enterprise Vault may not be able to achieve the quota percentage target.
Check the mailbox policy Advanced setting . By default, Enterprise Vault removes attachments from calendar, meeting, task, and contact items after it archives these items. If attachments are not removed from these items, then archiving them does not save space in the mailbox.
Further points to note are as follows:
If no Microsoft Exchange storage limit applies to a mailbox, Enterprise Vault cannot process the mailbox with quota-based archiving.
In Exchange, you can specify the maximum space that a mailbox can occupy before the user is prohibited from sending or receiving messages. If you archive by quota and this storage limit has been exceeded, then Enterprise Vault cannot process the mailbox with quota-based archiving.
The solution is to remove or raise the limit, archive until a suitable storage level is reached, and then reimpose the limit if necessary. Enterprise Vault normally keeps users within quota, so you may decide to remove the limit.