MC999442 – Microsoft Purview | Data Lifecycle Management: Retention based on “last accessed” for OneDrive and SharePoint files

Product:

Copilot, Microsoft 365 Apps, Microsoft 365 Copilot, OneDrive, Purview Communication Compliance, SharePoint

Platform:

Online, Web, World tenant

Status:

In development

Change type:

Admin impact, New feature, Updated message

Links:

472030

Details:

Summary:
Microsoft Purview will soon allow admins to apply retention policies based on the "last accessed" date for OneDrive and SharePoint files. Public preview starts mid-September 2025, with general availability in mid-October 2025. This feature will help delete obsolete data and improve Microsoft 365 Copilot responses. No admin action is required before rollout.

Details:
Updated April 2, 2025: We have updated the rollout timeline below. Thank you for your patience.
Coming soon for Microsoft Purview | Data Lifecycle Management: Admins will be able to apply a retention policy or retention label in Microsoft OneDrive and Microsoft SharePoint for files that have not been accessed by anyone in your organization for a specified period of time. This message applies to retention for Microsoft 365 file types. We will support other file types (non-Microsoft 365) in a future rollout.
This message is associated with Microsoft 365 Roadmap ID 472030.
[When this will happen:]
Public Preview: We will begin rolling out mid-September 2025 and expect to complete by late September 2025
General Availability (Worldwide): We will begin rolling out mid-October 2025 and expect to complete by late October 2025.

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

Created:
2025-02-07

updated:
2025-04-03

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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Pictures

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summary for non-techies**

Microsoft is introducing a new feature in Microsoft Purview that allows administrators to manage data retention based on the last accessed date of files in OneDrive and SharePoint, with a public preview in mid-September 2025 and general availability by mid-October 2025.

Direct effects for Operations**

Data Loss Risk
Automatic deletion of files that have not been accessed may lead to unintended loss of important data, especially if users are unaware of the retention policy changes.
   - roles: Data Administrators, End Users
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=472030

User Confusion
Users may be confused about the disappearance of files they thought were important but had not accessed recently, leading to frustration and decreased productivity.
   - roles: End Users, Support Staff
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=472030

Compliance Issues
Organizations may face compliance challenges if critical documents are deleted without proper review, potentially violating data retention regulations.
   - roles: Compliance Officers, Data Administrators
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=472030

Configutation Options**

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Opportunities**

Improved Data Management
By implementing retention policies based on the 'last accessed' date, organizations can effectively manage data lifecycle, ensuring that obsolete files are deleted. This reduces clutter and enhances data retrieval efficiency.
   - next-steps: Conduct an audit of current data to identify obsolete files. Prepare communication for users about the upcoming changes and the benefits of the new retention policies.
   - roles: Data Administrators, Compliance Officers, IT Managers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=472030

Enhanced User Experience with Microsoft 365 Copilot
The reduction of obsolete data will lead to improved performance and relevance of Microsoft 365 Copilot responses, providing users with more accurate and timely information when they need it.
   - next-steps: Train users on how to leverage the improved Copilot functionalities post-implementation. Gather feedback to assess the impact of the changes on user experience.
   - roles: End Users, Product Managers, Training Coordinators
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=472030

Streamlined IT Operations
Automating the retention process based on access dates will reduce the administrative burden on IT teams, allowing them to focus on more strategic initiatives rather than manual data management tasks.
   - next-steps: Review current IT processes to identify other areas where automation can be implemented. Consider training sessions for IT staff on the new retention policy features.
   - roles: IT Administrators, Operations Managers, Compliance Officers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=472030

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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