MC1059672 – (Updated) Microsoft Viva Engage: Analytics data retention will be 18 months instead of 24 months (archived)

Product:

Microsoft Viva, Microsoft Viva Engage

Platform:

Online, World tenant

Status:

Change type:

Admin impact, Feature update, Updated message

Links:

Details:

Summary:
Microsoft Viva Engage will reduce analytics data retention from 24 months to 18 months starting in June 2025 to enhance privacy. No admin action is required, but organizations should review the impact and notify users. Year-over-year analysis will be removed.

Details:
Updated April 28, 2025: We have updated the content Thank you for your patience.
Before this rollout, Microsoft Viva Engage customers had access to 24 months of data, which displayed as year-over-year deltas in Engage analytics dashboards and "All time" data filters in some experiences like campaign analytics.
To strengthen privacy posture and data minimization, Viva Engage will no longer retain personal data in service-related data used for Viva Engage analytics or diagnostic purposes for longer than 18 months. After this rollout, we will remove any year-over-year analysis surfaced in Viva Engage analytics.
[When this will happen:]
General Availability (Worldwide): We will begin rolling out in early June 2025 and expect to complete by late June 2025.

Change Category:
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Scope:
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Release Phase:

Created:
2025-04-22

updated:
2025-04-29

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MS How does it affect me

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summary for non-techies**

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Direct effects for Operations**

Loss of Year-over-Year Analysis
Organizations will lose the ability to perform year-over-year comparisons in analytics, impacting long-term trend analysis and decision-making.
   - roles: Data Analysts, Business Managers
   - references: https://learn.microsoft.com/viva/engage/analytics, https://support.microsoft.com/topic/monitor-engagement-in-viva-engage-with-analytics-0d9f6fd5-6b0c-45a2-a0aa-0576ae1f6895

User Experience Degradation
Users may experience confusion or frustration due to the sudden removal of familiar analytics features, leading to potential dissatisfaction with the platform.
   - roles: End Users, Team Leaders
   - references: https://learn.microsoft.com/viva/engage/analytics, https://support.microsoft.com/topic/monitor-engagement-in-viva-engage-with-analytics-0d9f6fd5-6b0c-45a2-a0aa-0576ae1f6895

Impact on Reporting
Reporting capabilities will be limited as organizations will no longer have access to historical data beyond 18 months, affecting strategic planning.
   - roles: Report Managers, Executives
   - references: https://learn.microsoft.com/viva/engage/analytics, https://support.microsoft.com/topic/monitor-engagement-in-viva-engage-with-analytics-0d9f6fd5-6b0c-45a2-a0aa-0576ae1f6895

Data Compliance Concerns
Organizations may face challenges in demonstrating compliance with data retention policies due to the abrupt change in data retention periods.
   - roles: Compliance Officers, IT Managers
   - references: https://learn.microsoft.com/viva/engage/analytics, https://support.microsoft.com/topic/monitor-engagement-in-viva-engage-with-analytics-0d9f6fd5-6b0c-45a2-a0aa-0576ae1f6895

Need for User Communication
Organizations will need to communicate changes to users to manage expectations and mitigate confusion, requiring additional resources for communication efforts.
   - roles: Communications Managers, HR Representatives
   - references: https://learn.microsoft.com/viva/engage/analytics, https://support.microsoft.com/topic/monitor-engagement-in-viva-engage-with-analytics-0d9f6fd5-6b0c-45a2-a0aa-0576ae1f6895

Configutation Options**

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Opportunities**

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Potentional Risks**

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Data Protection**

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IT Security**

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explanation for non-techies**

Microsoft Viva Engage is making a change to how long it keeps analytics data. Previously, the platform stored data for 24 months, allowing users to see trends and comparisons over two years. Starting in June 2025, this period will be reduced to 18 months. This change is like a library deciding to keep books for a shorter time before they are removed from the shelves to make room for new ones.

The main reason for this change is to enhance privacy and reduce the amount of personal data stored over time. By keeping data for a shorter period, Microsoft aims to protect user information more effectively. Imagine it as a spring cleaning where you keep only what is necessary and let go of the rest to ensure a tidy and secure environment.

For organizations using Viva Engage, this means that some features, like year-over-year analysis, will no longer be available. It's similar to not being able to compare this year's sales to last year's because the older records have been archived. While no action is required from administrators, it's a good idea to inform users about this change so they can adjust their expectations and workflows accordingly.

Overall, this update will happen automatically, and there's no need for technical intervention. However, reviewing how this might affect your organization's use of analytics and updating any related documentation will help ensure a smooth transition.