check before: 2025-10-01
Product:
Forms, Microsoft Viva, Microsoft Viva Pulse
Platform:
Online, World tenant
Status:
Change type:
Admin impact, Feature update, Updated message, User impact
Links:
Details:
Summary:
Microsoft Viva Pulse's data retention policy is updated from 3 years to indefinite retention while the tenant has an active subscription. Data will be stored in Azure Cosmos DB starting October 2025. No action is required, and user workflows remain unchanged. Previously stored data in Microsoft Forms follows prior rules.
Details:
Updated September 25, 2025: We are updating from a 3-year data retention policy to an indefinite data retention period, as long as your tenant maintains a valid Microsoft Viva Pulse subscription.
[Introduction:]
We're updating the data retention policy for Microsoft Viva Pulse to improve consistency and transparency in how customer content is stored. This change aligns with our commitment to data governance and ensures that Pulse data remains available for reporting and analysis as long as the subscription is active.
[When this will happen:]
General Availability: Begins early October 2025
Expected Completion: Mid-October 2025
Change Category:
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Scope:
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Release Phase:
Created:
2025-09-25
updated:
2025-09-25
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 Retention Policy Change
Transition from a 3-year data retention policy to indefinite retention may lead to increased data storage costs and compliance risks if not managed properly.
- roles: IT Administrator, Compliance Officer
- references: https://learn.microsoft.com/viva/pulse/get-started/data-residency-for-viva-pulse
Data Storage Location Change
Data being moved to Azure Cosmos DB may introduce latency issues or access problems if the infrastructure is not adequately prepared for the transition.
- roles: IT Administrator, Data Analyst
- references: https://learn.microsoft.com/viva/pulse/get-started/data-residency-for-viva-pulse
User Experience Consistency
While user workflows remain unchanged, the indefinite retention may lead to confusion among users regarding data availability and privacy expectations.
- roles: End User, HR Manager
- references: https://learn.microsoft.com/viva/pulse/get-started/data-residency-for-viva-pulse
Configutation Options**
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Opportunities**
Enhanced Data Analytics
With the indefinite retention of data in Azure Cosmos DB, organizations can leverage this wealth of historical data for advanced analytics and reporting. This can lead to better insights into employee engagement and productivity trends over time, enhancing decision-making processes.
- next-steps: Develop a strategy to utilize the stored data for analytics, potentially integrating with Power BI or other analytics tools to visualize trends and insights.
- roles: Data Analysts, HR Managers, IT Managers
- references: https://learn.microsoft.com/viva/pulse/get-started/data-residency-for-viva-pulse
Improved Compliance and Governance
The update aligns with enhanced data governance policies, allowing organizations to maintain compliance with regulations that require data retention for extended periods. This can help in audits and legal compliance, reducing risks associated with data loss.
- next-steps: Review current compliance requirements and align data governance policies with the new retention strategy to ensure compliance is maintained.
- roles: Compliance Officers, Legal Teams, IT Managers
- references: https://learn.microsoft.com/viva/pulse/get-started/data-residency-for-viva-pulse
Streamlined IT Operations
The transition to Azure Cosmos DB can streamline IT operations by centralizing data management and reducing the complexity associated with managing multiple data storage solutions. This can lead to lower administrative overhead and improved operational efficiency.
- next-steps: Assess current data management practices and identify areas where operations can be streamlined through the use of Azure Cosmos DB.
- roles: IT Administrators, Operations Managers, Database Administrators
- references: https://learn.microsoft.com/viva/pulse/get-started/data-residency-for-viva-pulse
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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** AI generated content. This information must be reviewed before use.
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change history
| Date | Property | old | new |
| 2025-09-25 | MC Messages | [Introduction:]
We're updating the data retention policy for Microsoft Viva Pulse to improve consistency and transparency in how customer content is stored. This change aligns with our commitment to data governance and ensures that Pulse data remains available for reporting and analysis as long as the subscription is active. [When this will happen:] General Availability: Begins early October 2025 Expected Completion: Mid-October 2025 | Updated September 25, 2025: We are updating from a 3-year data retention policy to an indefinite data retention period, as long as your tenant maintains a valid Microsoft Viva Pulse subscription.
[Introduction:] We're updating the data retention policy for Microsoft Viva Pulse to improve consistency and transparency in how customer content is stored. This change aligns with our commitment to data governance and ensures that Pulse data remains available for reporting and analysis as long as the subscription is active. [When this will happen:] General Availability: Begins early October 2025 Expected Completion: Mid-October 2025 |
| 2025-09-25 | MC Title | Microsoft Viva Pulse: Updates to data retention policy | (Updated) Microsoft Viva Pulse: Updates to data retention policy |
| 2025-09-25 | MC Last Updated | 09/25/2025 00:42:37 | 2025-09-25T20:51:28Z |
| 2025-09-25 | MC MessageTagNames | Feature update, User impact, Admin impact | Updated message, Feature update, User impact, Admin impact |
| 2025-09-25 | MC Summary | Microsoft Viva Pulse updates its data retention policy starting October 2025, storing templates indefinitely in Azure Cosmos DB while subscriptions are active. Previously stored in Microsoft Forms, data retention depended on response thresholds. No action is needed, and workflows remain unchanged. | Microsoft Viva Pulse's data retention policy is updated from 3 years to indefinite retention while the tenant has an active subscription. Data will be stored in Azure Cosmos DB starting October 2025. No action is required, and user workflows remain unchanged. Previously stored data in Microsoft Forms follows prior rules. |
Last updated 1 month ago ago
