MAILBOX MAINTENANCE · Workflow idea
For a mailbox the account holder has authorized, prepare a monthly inventory of messages in the spam folder and identify items proposed for deletion. Check the mailbox and retention policy, exclude messages that may be evidence or require recovery, protect account access, and require the owner to confirm the exact deletion set before anything is permanently removed.
01 / The starting point
A mailbox owner’s approved spam-folder scope and retention rules
“Prepare an orderly spam cleanup while keeping permanent deletion behind owner confirmation.”
02 / The work
Helps a mailbox owner review spam-folder messages for a periodic cleanup.
Review only the account and folder the owner authorized.
Show counts and enough context to identify unexpected items safely.
Exclude messages that must be kept or may have been incorrectly classified.
Explain whether the proposed cleanup can be reversed before proceeding.
Require the mailbox owner to confirm the exact set before it is erased.
03 / The result
A dated cleanup list with message counts, exclusions, and owner approval status.
Reviews & approvals · Example outcome
A dated cleanup list with message counts, exclusions, and owner approval status.
Spam folders can contain legitimate messages, records, or material that may need recovery. Preview the proposed items, follow retention and legal-hold rules, retain a recovery path where available, and require explicit owner confirmation before permanent deletion.
04 / Make it yours
A few choices shape the work around your team.
Use the smallest permission scope needed for the cleanup.
Define exclusions for records, disputes, and messages that must be preserved.
Make counts and item context available before any destructive action.
Keep permanent deletion disabled until the reviewed selection is confirmed.