Users can use all personal retention tags regardless of retention policy in Exchange Online

Symptoms

In Microsoft Exchange Online, a user assigns a personal tag from a retention policy that they wouldn’t typically have access to in Outlook Web Access (OWA). The user can then access additional personal tags in both OWA and Microsoft Outlook.

Cause

This problem occurs if the MyRetentionPolicies role is added to a user’s role assignment policy.

Resolution

To prevent users from seeing the personal tags from different policies and adding the same personal tags in OWA, follow these steps: 

1. Remove a management role (MyRetentionPolicies) from the default role assignment policy. To do this, run the following cmdlet: 
   
   Get-ManagementRoleAssignment -RoleAssignee "Default Role Assignment Policy" -Role "MyRetentionPolicies" | Remove-ManagementRoleAssignment

2. Create a new management role (Custom-MyRetentionPolicies) based on the parent management role (MyRetentionPolicies). To do this, run the following cmdlet:
   
   New-ManagementRole -Name "Custom-MyRetentionPolicies" -Parent "MyRetentionPolicies"  

3. Assign a new management role (Custom-MyRetentionPolicies) to the management role assignment Policy (Default Role Assignment Policy). To do this, run the following cmdlet:
   
   New-ManagementRoleAssignment -Role "Custom-MyRetentionPolicies" -Policy "Default Role Assignment Policy"

4. Remove the retention policy tags from the Custom-MyRetentionPolicies  role of the management role. To do this, run the following cmdlet: 
   
   Remove-ManagementRoleEntry "Custom-MyRetentionPolicies\Get-RetentionPolicyTag"

More Information

Users can also use the Exchange Administration Center (EAC) to select additional personal tags that aren't linked to their retention policy. The selected tags then become available in Outlook 2010 and OWA. To permit users to select additional tags from the EAC, you must add the MyRetentionPolicies role to the user's role assignment policy.

To learn more about role assignment policies for users, see Understanding management role assignment policies. If you permit users to select additional personal tags, all personal tags in the Exchange organization become available to them.

For more information about retention tags and retention policies, see retention tags and retention policies. 

For more information about how to add additional tags by using OWA, see Retention and archive policies in Outlook on the web for business.