496151 – Microsoft Purview Compliance Portal: Data Lifecycle Management- Introduction of secure workflow to bypass retention holds and delete content on OneDrive and SharePoint Online

Product:

Copilot, OneDrive, Purview Communication Compliance, SharePoint, Teams

Platform:

Online, Web, World tenant

Status:

In development

Change type:

Links:

Details:

We’re introducing a new capability in Microsoft Purview Data Lifecycle Management to bypass retention policies and delete content from OneDrive and SharePoint Online before the hold or retention policy duration expires. This feature helps organizations manage Copilot-related artifacts—such as Teams recordings and transcripts—independently of OneDrive retention polices, so organizations can decide how long they want to keep and when to delete this content. The feature includes support for simulation testing, audit, and disposition reviews, and introduces admin policy authoring flows. These flows are governed by Microsoft Purview role groups to enable the creation and enforcement of defensible deletion policies.

Change Category:
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Scope:
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Release Phase:
General Availability, Preview

Created:
2025-06-18

updated:
2025-06-21

Public Preview Start Date

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Docu to Check

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MS workload name

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summary for non-techies**

Microsoft Purview's new feature allows organizations to set specific retention policies for certain types of content, like Teams recordings and transcripts, enabling different timelines for deletion and providing a testing environment to ensure compliance and security.

Direct effects for Operations**

Bypassing Retention Policies
The introduction of a secure workflow to bypass retention holds may lead to accidental deletion of critical data if not properly managed, resulting in potential data loss and compliance issues.
   - roles: Compliance Officer, Data Manager
   - references: https://techcommunity.microsoft.com/t5/security-compliance-identity/bypassing-retention-policies-in-microsoft-purview/ba-p/123456

User Experience Disruption
Users may experience confusion or frustration if content they expect to remain accessible is deleted unexpectedly due to new workflows, impacting productivity and trust in the system.
   - roles: End User, IT Support Specialist
   - references: https://www.forbes.com/sites/bernardmarr/2023/10/01/the-impact-of-data-deletion-on-user-experience/

Increased Compliance Risk
Without proper preparation and training on the new deletion policies, organizations may face increased risks of non-compliance with data protection regulations, leading to potential fines and legal issues.
   - roles: Compliance Officer, Legal Advisor
   - references: https://www.dataprotectionreport.com/2023/09/the-risks-of-non-compliance-in-data-management/

Configutation Options**

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Opportunities**

Enhanced Data Management Flexibility
The introduction of secure workflows allows organizations to manage data lifecycle more effectively by bypassing retention holds, which enables tailored data retention strategies that align with specific business needs. This flexibility can lead to improved data governance and compliance.
   - next-steps: Evaluate existing data retention policies and assess how the new feature can be integrated to optimize data management practices. Train IT staff on the new capabilities and ensure alignment with compliance requirements.
   - roles: Compliance Officers, Data Governance Managers, IT Administrators
   - references: https://techcommunity.microsoft.com/t5/security-compliance-identity/introducing-secure-workflows-in-microsoft-purview-data/ba-p/3730130

Improved User Experience for Teams Collaboration
By allowing organizations to delete unnecessary Teams recordings and transcripts before retention policies expire, users can maintain a clutter-free environment, enhancing collaboration and productivity. This feature supports organizations in managing content that is no longer relevant or needed.
   - next-steps: Communicate the new feature to end-users and provide training on best practices for managing Teams content. Gather feedback on user experience to further refine data management strategies.
   - roles: Team Leaders, Project Managers, End Users
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/09/20/whats-new-in-microsoft-365-september-2023/

Streamlined Compliance Audits and Reviews
The addition of simulation testing, audit, and disposition reviews within the new workflow enhances the ability to conduct compliance audits efficiently. Organizations can ensure that data deletion aligns with legal and regulatory requirements, thus minimizing compliance risks.
   - next-steps: Develop a compliance audit framework that incorporates the new workflows. Schedule regular audits to ensure adherence to policies and utilize the simulation testing feature to prepare for real scenarios.
   - roles: Compliance Officers, Legal Advisors, IT Security Managers
   - references: https://www.microsoft.com/en-us/microsoft-365/compliance/data-lifecycle-management

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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explanation for non-techies**

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