MC1102788 – Microsoft 365 Backup: Protection unit-level offboarding (preview) (archived)

Product:

Exchange, Microsoft 365 admin center, Microsoft 365 suite, OneDrive, SharePoint

Platform:

Online, Web, World tenant

Status:

Launched

Change type:

New feature, Admin impact

Links:

464994

Details:

Summary:
Microsoft 365 Backup introduces a new Backup Deletion capability, allowing users to delete backups at the protection unit level, aiding in storage management and GDPR compliance. Public preview starts in late July 2025, with general availability by late September 2025. Admins can configure this feature in the Microsoft 365 admin center.

Details:
We're introducing a new Backup Deletion capability in Microsoft 365 Backup that allows users to delete backups at the protection unit level. This feature helps organizations manage storage more efficiently and avoid unnecessary costs by removing accidental or obsolete backups. It also provides a way to adhere to GDPR deletion requests.
We strongly recommend caution when using this feature because it will permanently delete your backups.
This message is associated with Microsoft 365 Roadmap ID 464994.
[When this will happen:]
Public Preview: We will begin rolling out late July 2025 and expect to complete by late August 2025.
General Availability (Worldwide): We will begin rolling out late August 2025 and expect to complete by late September 2025.

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

Created:
2025-06-25

updated:
2025-06-25

Public Preview Start Date

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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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linked item details

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summary for non-techies**

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Direct effects for Operations**

Data Loss Risk
Permanent deletion of backups may lead to irreversible data loss if backups are deleted without proper assessment, impacting recovery options.
   - roles: IT Admin, Data Compliance Officer
   - references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide

User Confusion
Users may be confused about the new backup deletion feature, leading to accidental deletions and loss of important data.
   - roles: End User, IT Support
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=464994

Compliance Issues
Improper use of the backup deletion feature could result in non-compliance with GDPR or other regulatory requirements, leading to potential fines.
   - roles: Data Compliance Officer, Legal Advisor
   - references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide

Increased Support Requests
The introduction of this feature may lead to an increase in support requests from users needing assistance with backup management and deletion.
   - roles: IT Support, Help Desk Staff
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=464994

Storage Management Challenges
Without proper preparation, organizations may face challenges in managing storage effectively, leading to unexpected costs or storage shortages.
   - roles: IT Admin, Finance Officer
   - references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide

Configutation Options**

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Opportunities**

Enhanced Compliance Management
The new Backup Deletion capability allows organizations to retain only necessary backups, aiding in compliance with GDPR and other regulations. This ensures that organizations are not retaining unnecessary data, thereby reducing legal risks associated with data retention policies.
   - next-steps: Conduct a review of current backup policies and identify data that is no longer necessary. Train compliance officers and data protection officers on how to utilize the new feature effectively to ensure compliance with GDPR.
   - roles: Compliance Officers, Data Protection Officers, IT Administrators
   - references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=464994

Cost Optimization through Efficient Storage Management
By allowing the deletion of redundant or obsolete backups, organizations can optimize their storage costs. This capability helps prevent unnecessary expenditure on storage resources, ensuring that only essential backups are retained.
   - next-steps: Analyze current storage usage and identify opportunities for cost savings by removing unnecessary backups. Set up a periodic review process to assess backup needs and adjust accordingly.
   - roles: Finance Managers, IT Administrators, Storage Managers
   - references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=464994

Simplified Backup Management
The user-friendly interface for managing backups will streamline administrative tasks, reducing the time and effort required for backup management. This improvement can lead to increased productivity for IT staff.
   - next-steps: Provide training sessions for IT staff on the new interface and features. Develop documentation that outlines best practices for using the Backup Deletion capability effectively.
   - roles: IT Administrators, Support Staff, Operations Managers
   - references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=464994

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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