check before: 2025-02-15
Product:
Copilot, Microsoft 365 Apps, Microsoft 365 Copilot, OneDrive, Purview Communication Compliance, SharePoint
Platform:
Online, Web, World tenant
Status:
In development
Change type:
New feature, Admin impact
Links:
Details:
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-February 2025 and expect to complete by late February 2025.
General Availability (Worldwide): We will begin rolling out mid-March 2025 and expect to complete by late March 2025.
Change Category:
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Scope:
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Release Phase:
General Availability, Preview
Created:
2025-02-07
updated:
2025-02-07
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**
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Direct effects for Operations**
Data Loss Risk
Files that have not been accessed for a specified period may be automatically deleted, leading to potential loss of important data if users are unaware of the retention policy.
- roles: Data Administrators, End Users
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=472030
User Confusion
Users may be confused about the automatic deletion of files, especially if they are not informed about the new retention policy, leading to frustration and decreased productivity.
- roles: End Users, IT Support Staff
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=472030
Compliance Issues
If users do not understand the new retention settings, it may lead to non-compliance with data retention regulations, resulting in legal and financial repercussions for the organization.
- roles: Compliance Officers, Data Administrators
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=472030
Configutation Options**
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Opportunities**
Data Cleanup Automation
Implement automated processes to regularly review and delete files that have not been accessed for a specified period. This will reduce storage costs and improve system performance by minimizing clutter in OneDrive and SharePoint.
- next-steps: Develop scripts or use Microsoft Power Automate to create workflows that identify and remove obsolete files based on the new retention policy. Schedule regular audits to ensure compliance and effectiveness.
- roles: IT Administrators, Data Managers, Compliance Officers
- references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/10/02/introducing-microsoft-purview-data-lifecycle-management/
Improved Compliance Reporting
Leverage the new retention policies to enhance compliance reporting capabilities. By monitoring files that are deleted based on the last accessed criteria, organizations can ensure adherence to data governance policies and regulations.
- next-steps: Integrate reporting tools within Microsoft Purview to generate insights on data retention and compliance status. Train compliance teams on utilizing these reports for audits and regulatory checks.
- roles: Compliance Officers, IT Administrators, Data Governance Teams
- references: https://techcommunity.microsoft.com/t5/security-compliance-identity/announcing-microsoft-purview-compliance-portal/ba-p/1847934
User Training and Awareness
Educate users on the implications of the new retention policies, including how to manage their files effectively to avoid unintended data loss. This will enhance user experience and promote responsible data management.
- next-steps: Create training materials and host workshops or webinars to inform users about the new features and best practices for file management in OneDrive and SharePoint. Regularly update documentation to reflect changes.
- roles: Training Coordinators, IT Support, Department Heads
- references: https://learn.microsoft.com/en-us/microsoft-365/compliance/data-lifecycle-management?view=o365-worldwide
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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