MC1022529 – Microsoft Teams: Updated retention policy for meeting attendance reports

Product:

Microsoft Graph, Priva, Teams

Platform:

Android, Developer, iOS, Mac, Online, US Instances, Web, World tenant

Status:

Change type:

Feature update, User impact, Admin impact

Links:

Details:

Summary:
Microsoft Teams is implementing a one-year retention policy for meeting attendance reports, effective immediately. This applies to all Teams platforms and impacts Microsoft Graph API requests. Attendance reports for meetings before November 1, 2024, will be accessible until late August 2025. Contact Microsoft Support to apply the policy now.

Details:
Coming soon to Microsoft Teams: As part of our updates to the attendance report service for Teams meetings, we will implement a one-year retention policy for meeting attendance reports. After this rollout, all meeting attendance reports will be stored for one year after meeting end date to align with the Microsoft privacy policy. Before this rollout, meeting attendance reports did not have a retention policy.
This message applies to Teams on Windows desktop, Teams on Mac desktop, Teams on the web, and Teams for iOS/Android.
[When will this happen:]
General Availability (Worldwide, GCC, GCC High, DoD): Available now.
Attendance reports for events created before November 1, 2024, will remain accessible until late August 2025.

Change Category:
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Scope:
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Release Phase:

Created:
2025-03-04

updated:
2025-03-04

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

Data Accessibility
Meeting attendance reports will only be available for one year after the meeting end date, limiting historical data access for users and admins.
   - roles: Admins, Users
   - references: https://support.microsoft.com/office/manage-meeting-attendance-reports-in-microsoft-teams-ae7cf170-530c-47d3-84c1-3aedac74d310

API Integration
Microsoft Graph API requests for attendance reports will be affected, potentially breaking existing integrations that rely on historical data.
   - roles: Developers, Admins
   - references: https://support.microsoft.com/office/manage-meeting-attendance-reports-in-microsoft-teams-ae7cf170-530c-47d3-84c1-3aedac74d310

User Experience
Users may experience confusion or frustration due to the sudden change in data retention policy without prior notice or preparation.
   - roles: Users, Support Staff
   - references: https://www.microsoft.com/privacy/privacystatement

Documentation Updates
Existing documentation may become outdated, leading to misinformation about data retention and access procedures.
   - roles: Admins, Content Managers
   - references: https://support.microsoft.com/office/manage-meeting-attendance-reports-in-microsoft-teams-ae7cf170-530c-47d3-84c1-3aedac74d310

Compliance Risks
Organizations may face compliance issues if they are not prepared for the new retention policy, especially regarding data protection regulations.
   - roles: Compliance Officers, Admins
   - references: https://www.microsoft.com/privacy/privacystatement

Configutation Options**

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Opportunities**

Enhanced Data Management and Compliance
The new retention policy for meeting attendance reports allows organizations to better manage data retention and compliance with privacy regulations. This can lead to improved data governance and reduced risks associated with data breaches or non-compliance.
   - next-steps: Conduct a review of current data retention practices and align them with the new policy. Update internal compliance documentation and train staff on the implications of the new policy.
   - roles: Compliance Officer, Data Protection Officer, IT Administrator
   - references: https://www.microsoft.com/privacy/privacystatement, https://support.microsoft.com/office/manage-meeting-attendance-reports-in-microsoft-teams-ae7cf170-530c-47d3-84c1-3aedac74d310

Improved User Experience through Notification and Training
By proactively notifying users and administrators about the changes in retention policy, organizations can enhance user experience and ensure that all stakeholders are aware of how to access and manage attendance reports effectively.
   - next-steps: Create a communication plan to inform users about the new retention policy and provide training sessions on how to access attendance reports. Consider creating FAQs or a help guide to assist users.
   - roles: HR Manager, Training Coordinator, IT Support
   - references: https://support.microsoft.com/office/manage-meeting-attendance-reports-in-microsoft-teams-ae7cf170-530c-47d3-84c1-3aedac74d310

Optimized Resource Allocation for Data Storage
With the implementation of a one-year retention policy, organizations can optimize their data storage resources by reducing the volume of data retained indefinitely. This can lead to cost savings in storage solutions and improve system performance.
   - next-steps: Analyze current data storage usage and identify opportunities to reduce storage costs by aligning with the new retention policy. Consider migrating to more cost-effective storage solutions if necessary.
   - roles: IT Manager, Finance Officer, Data Analyst
   - references: https://www.microsoft.com/privacy/privacystatement, https://support.microsoft.com/office/manage-meeting-attendance-reports-in-microsoft-teams-ae7cf170-530c-47d3-84c1-3aedac74d310

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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