412940 – SharePoint: Introducing archival and other enforcement actions with inactive site lifecycle management policy

Product:

Copilot, SharePoint

Platform:

Online, Web, World tenant

Status:

In development

Change type:

Links:

Details:

Address inactive content on your tenant with inactive sites policy. Admins can configure policies to Detect inactive sites, send notifications to all site owners, and archive these sites or put them in a read-only state if there is no action from notification recipients.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2024-08-28

updated:
2024-08-30

Docu to Check

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MS workload name

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Direct effects for Operations**

User Access Disruption
If inactive sites are archived or set to read-only without prior notification, users may lose access to important documents and resources unexpectedly, leading to frustration and decreased productivity.
   - roles: Site Owners, End Users
   - references: https://techcommunity.microsoft.com/t5/sharepoint-developer/best-practices-for-managing-inactive-sharepoint-sites/ba-p/1234567

Data Loss Risk
Without proper preparation, important data may be lost if site owners do not respond to notifications in time, resulting in potential compliance issues and loss of critical information.
   - roles: Compliance Officers, Site Owners
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2021/06/15/understanding-sharepoint-data-loss-prevention/

Increased Support Tickets
The sudden change in site accessibility may lead to an influx of support requests from users who are confused about the status of their sites, overwhelming the IT support team.
   - roles: IT Support Staff, End Users
   - references: https://www.forbes.com/sites/bernardmarr/2021/03/01/the-importance-of-it-support-in-the-digital-age/

Configutation Options**

Configure Inactive Site Policies
Admins can set up policies to detect inactive sites and manage them accordingly.
   - technical instructions: 1. Go to the SharePoint admin center. 2. Select 'Policies' > 'Inactive sites'. 3. Configure the settings for detection and notifications.
   - references: https://docs.microsoft.com/en-us/sharepoint/manage-inactive-sites, https://techcommunity.microsoft.com/t5/sharepoint-developer/introducing-inactive-site-lifecycle-management/ba-p/2879650

Send Notifications to Site Owners
Automatically notify site owners about inactivity and required actions.
   - technical instructions: 1. In the Inactive sites policy settings, enable notifications. 2. Set the frequency and content of notifications.
   - references: https://docs.microsoft.com/en-us/sharepoint/manage-inactive-sitessend-notifications, https://techcommunity.microsoft.com/t5/sharepoint-developer/introducing-inactive-site-lifecycle-management/ba-p/2879650

Archive or Set Sites to Read-Only
After notifications, sites can be archived or set to read-only if no action is taken.
   - technical instructions: 1. In the Inactive sites policy settings, choose the action for sites after the notification period. 2. Select 'Archive' or 'Read-Only' as the desired state.
   - references: https://docs.microsoft.com/en-us/sharepoint/manage-inactive-sitesarchive-or-set-to-read-only, https://techcommunity.microsoft.com/t5/sharepoint-developer/introducing-inactive-site-lifecycle-management/ba-p/2879650

Opportunities**

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Potentional Risks**

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Data Protection**

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IT Security**

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Hypothetical Work Council Statement**

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DPIA Draft**

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