MC1183292 – Microsoft Purview | Data Lifecycle Management – Introducing secure priority cleanup workflows for OneDrive/SharePoint

Product:

Copilot, Entra, OneDrive, Purview, Purview Communication Compliance, Purview compliance portal, Purview Data Loss Prevention, SharePoint, Teams

Platform:

Online, US Instances, Web, World tenant

Status:

Rolling out

Change type:

New feature, Admin impact

Links:

(489454)

Details:

Summary:
Microsoft Purview Data Lifecycle Management now lets admins create Priority Cleanup policies to delete OneDrive and SharePoint content before retention or legal hold expires, with simulation, audit, and review features. Requires two admins with specific roles and explicit policy enforcement. Rolling out late 2025 to early 2026.

Details:
[Introduction]
We're introducing a new capability in Microsoft Purview Data Lifecycle Management that allows admins to override existing retention policies and delete content from OneDrive and SharePoint Online before the retention or legal hold duration expires. This feature supports organizations managing Copilot-related artifacts-such as Teams recordings and transcripts-independently of OneDrive retention policies, giving admins greater control over how long this content is retained.
This message is associated with Microsoft 365 Roadmap ID 489454.
[When this will happen:]
General Availability (GCC): We will begin rolling out late November 2025 and expect to complete by early December 2025.
General Availability (GCC High, DOD): We will begin rolling out late December 2025 and expect to complete by early January 2026.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2025-11-06

updated:
2025-11-06

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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linked item details

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summary for non-techies**

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Direct effects for Operations**

Data Retention Policy Changes
The introduction of Priority Cleanup policies allows for the deletion of content before retention periods expire, potentially leading to unintended data loss if not properly managed.
   - roles: Compliance Admin, Records Management Admin
   - references: https://learn.microsoft.com/purview/priority-cleanup-onedrive-sharepoint, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489454

Increased Administrative Overhead
The requirement for at least two admins to create and enforce cleanup policies may lead to delays in policy implementation and increased workload for compliance teams.
   - roles: Compliance Admin, IT Administrator
   - references: https://learn.microsoft.com/purview/priority-cleanup-onedrive-sharepoint, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489454

User Experience Disruption
If cleanup policies are not communicated effectively, users may experience unexpected loss of access to content they believed was retained, leading to frustration and decreased productivity.
   - roles: End Users, Team Leaders
   - references: https://learn.microsoft.com/purview/priority-cleanup-onedrive-sharepoint, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489454

Configutation Options**

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Opportunities**

Enhanced Data Management and Compliance
With the introduction of Priority Cleanup policies, organizations can manage data lifecycle more effectively by allowing for the deletion of content before retention periods expire. This provides greater flexibility in data management and ensures compliance with internal policies and legal requirements.
   - next-steps: Identify key stakeholders in compliance and records management teams to communicate the changes. Develop a training program for admins on the new policies and workflows. Update internal documentation to reflect the new capabilities and procedures.
   - roles: Compliance Officers, Records Managers, IT Administrators
   - references: https://learn.microsoft.com/purview/priority-cleanup-onedrive-sharepoint, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489454

Cost Efficiency in Data Storage
By utilizing Priority Cleanup policies, organizations can proactively delete unnecessary data, which can lead to reduced storage costs in OneDrive and SharePoint. This is particularly beneficial for organizations with large amounts of data generated by Copilot-related artifacts.
   - next-steps: Conduct an audit of existing data storage usage to identify potential areas for cleanup. Develop a strategy for implementing Priority Cleanup policies based on the audit findings. Monitor storage costs before and after implementation to evaluate savings.
   - roles: IT Managers, Finance Officers, Data Analysts
   - references: https://learn.microsoft.com/purview/priority-cleanup-onedrive-sharepoint, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489454

Improved Administrative Efficiency
The new admin policy authoring flows streamline the process of managing retention policies and cleanups, reducing the administrative burden on IT staff. This can lead to more efficient use of resources and improved response times to data management needs.
   - next-steps: Assess current administrative workflows to identify areas where the new policy authoring flows can be integrated. Train admins on the new processes to ensure smooth adoption. Evaluate the impact on administrative workload and make adjustments as necessary.
   - roles: IT Administrators, Compliance Officers, Project Managers
   - references: https://learn.microsoft.com/purview/priority-cleanup-onedrive-sharepoint, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489454

Potentional Risks**

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Data Protection**

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IT Security**

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explanation for non-techies**

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