Learn about retention for Teams - Microsoft Purview (compliance) (2023)

FAQs

How do I create a retention policy in Microsoft purview? ›

From the Microsoft Purview compliance portal, select Data lifecycle management > Microsoft 365 > Retention Policies. Select New retention policy to start the Create retention policy configuration, and name your new retention policy.

What is a retention policy? Retention policies are created by a company or organization and manage how long data is stored in the Microsoft apps you use. In Teams, these policies dictate how long messages show in a chat or channel and even how long a file is stored in Teams, OneDrive, and SharePoint.

It is not possible to apply a single retention policy to a Team; at least two separate policies will be required – one policy for the Team channel posts of EVERY team, and one or more policies for the content captured in SPO sites (files) or groups of sites.

In IT, “backup” means making sure the content can be recovered and made available to users in case the need arises. “Retention” on the other hand, to the IT Guy just means “how long before the backed-up content can be deleted.”

Use the new EAC to apply a retention policy to multiple mailboxes. Sign in to the new Exchange admin center and navigate to Recipients > Mailboxes. In the list view, select the multiple mailboxes to apply the same retention policy.

Go to Recipients > Mailboxes. In User Mailbox, click Mailbox features. In the Retention policy list, select the policy you want to apply to the mailbox, and then click Save.

After you apply the new retention policy to mailboxes in Step 4, it can take up to 7 days in Exchange Online for the new retention settings to be applied to the mailboxes. This is because a process called the Managed Folder Assistant processes mailboxes at least once every 7 days.

Document retention guidelines typically require businesses to store records for one, three or seven years. In some cases, you will need to keep the records forever. If you're unsure what to keep and what to shred, your accountant, lawyer and state record-keeping agency may provide guidance.

What is a retention policy. A retention policy (also called a 'schedule') is a key part of the lifecycle of a record. It describes how long a business needs to keep a piece of information (record), where it's stored and how to dispose of the record when its time. It seems very straightforward, and in many ways it is.

What is the difference between label policy and retention policy? ›

A retention policy is used to assign retention settings at a container (site or mailbox) level whereas a retention label is used to assign retention settings at an item (folder, email, or document) level.

There are mainly three types of backup: full, differential, and incremental.

Best practices for backup retention policies

Always consider backup datasets, type and frequency. Identify and address restoration scenarios. Keep incremental backups within a reasonable size. Keep the last backup in an easily accessible spot.

The most common backup types are a full backup, incremental backup and differential backup. Other backup types include synthetic full backups and mirroring. In the debate over cloud vs. local backup, there are some types of backup that are better in certain locations.

Microsoft 365 retention policy is a set of automated rules that helps Admins comply with the regulatory guidelines, manage corporate data and save costs on storage. Office 365 retention policy should not be confused with backup, archive, deletion protection, or retention labels.

Check the retention policy option that applies to the folder in which the items are stored. To do this, right-click the folder, and then scroll down to Assign policy. Check Retention Policy and Expire fields to see whether an item is set an expiration date.

What is the first step in the retention process? ›

The first step in developing a retention plan is to use exit interviews and/or surveys to find out the satisfaction level of employees. Once you have the data, you can begin to write the plan, making sure it is tied to the organizational objectives.

Once the file is selected, click on the ellipses that appear in the highlighted section (the three gray dots) and select “version history” from the drop down menu. This will give you access to view, restore, and delete previous versions of your file.

Click Permissions and Management and go to Permissions for this document library. Next, you need to select Members group and Stop Inheriting Permissions. Go to Edit User Permissions. To prevent users from deleting Teams files, change the permission to Read.

Subscription Retention

If a paid subscription ends or is terminated, Microsoft retains customer data stored in Microsoft 365 in a limited-function account for 90 days to enable the subscriber to extract the data. After the 90-day retention period ends, Microsoft disables the account and deletes the customer data.

Microsoft Teams automatically switches your status from active if your account is inactive for at least five minutes. This usually happens when the program is running in the background or when you leave it open but without activity such as scrolling or typing.

Key Concepts To Know About Retention Policies

When a Retention Policy is applied to a mailbox, it also applies to the online archive mailbox (if it exists). Retention Policies are processed by a scheduled task that runs every 7 days. This means emails could be kept up to 7 days past the expiration period.

Keep records for 7 years if you file a claim for a loss from worthless securities or bad debt deduction. Keep records for 6 years if you do not report income that you should report, and it is more than 25% of the gross income shown on your return. Keep records indefinitely if you do not file a return.

Legal Documents

For example, documents such as bills of sale, permits, licenses, contracts, deeds and titles, mortgages, and stock and bond records should be kept permanently. However, canceled leases and notes receivable can be kept for 10 years after cancellation.

Data retention refers to the length of time that data is kept by the organization that gathered it. Data archiving describes the intentional preservation of data in a format that makes it easy for collaborators to refer back to. And data disposal is the process of deleting data in a safe and responsible manner.

What is a 25% retention? ›

A retention bonus, also called retention pay or a retention package, is a lump sum of money a company pays to an employee to stay with the company for a specific amount of time. Usually, retention bonuses are sizable amounts of money, ranging from 10% to 25% of an employee's base pay.

The retention period begins at a specific time depending on the type of record. For example, the retention period for a financial record starts on July 1 of the following year. For another example, the retention period for the records of an employment search begins on the date that the hiring decision is made.

A retention strategy is a plan that organizations create and use to reduce employee turnover, prevent attrition, increase retention, and foster employee engagement.

There are four major types of labels that companies and small businesses are using for their products and operations: brand labels, informative labels, descriptive labels, and grade labels.

What happens to the content on the site once the Retention policy is disabled/deleted? Assuming there are no other Retention policies in effect, the content on the site, including the PHL will remain and the PHL will no longer be updated for a 30-day grace period.

Retention Principle

The principle is defined as “An organization shall maintain its information for an appropriate time, taking into account its legal, regulatory, fiscal, operational, risk, and historical requirements.” In other words, keep what you need and dispose of what you do not.

Research shows that six important factors in employee retention are people and culture, acknowledgement at work, providing meaningful benefits, ongoing training, workplace environment, and mission and values alignment.

Here's what the 3-2-1 backup rule involves: 3: Create one primary backup and two copies of your data. 2: Save your backups to two different types of media. 1: Keep at least one backup file offsite.

Backup retention, also referred to as data retention is defined as a policy for retaining data to meet the legal and business needs of an organization. Creating a backup retention policy allows users to determine which backups will be kept, what storage types will be used and how long the data will be stored.

Which backup method is fastest? ›

Full Backup

But it's also the quickest to restore from because all the files you need are contained in the same backup set. Full backups on a regular schedule require the most storage out of each method.

In IT, “backup” means making sure the content can be recovered and made available to users in case the need arises. “Retention” on the other hand, to the IT Guy just means “how long before the backed-up content can be deleted.”

For backup strategies to be successful the process has to successfully execute in three areas; backup, recovery, and time.

A document retention policy should address the creation, the distribution, the storage and the retrieval of documents within the organization.

Dropbox and Box are two of the most used file sync services that also let you retain previous versions of updated files. Many cloud backup services let you use their applications and storage resources without cost for a limited amount of data -- usually about 5 GB.

There are two main types of digital data storage: Direct-attached storage and network-based storage. Each type can accommodate a range of devices, so we'll look at the general types first and then delve more into specific data storage devices.

In the folder pane, right-click the message or folder for which you want to apply a policy and select Assign policy. Select the archive or retention policy you want to assign to the message or folder. Tip: If you want a message to adhere to the same policy as the folder it's in, select Use parent folder policy.

In the Microsoft Purview compliance portal, go to Data lifecycle management > Exchange (legacy) > MRM Retention policies. On the MRM Retention policies page, select New policy. In the Name box, type a name for the new retention policy; for example, Alpine House Archive and Deletion Policy. Select + Add tag.

How do I set retention policy in SharePoint? ›

Creating a Retention Policy in SharePoint Online

Browse to the Security & Compliance Center, then select Data Management > Retention. Under Delete, click Manage document deletion policies for SharePoint Online and OneDrive for Business. Then, click Deletion Policies and choose New Item.

In general, standard business correspondence should be retained for a 1 year minimum, or 5 to 10 years on the safest side. Certain legal, financial, and contract items will require between 5 and 10 years of retention. Exceptions requiring longer retention can be set with no expiration date and archived.

Most federal and state email retention laws require email data to be retained for between 3 and 7 years, although there are exceptions and certain types of data may have do be retained for much longer, even indefinitely.

What This Means for You: Starting January 1, you have 90 days to decide whether "sent" or "received" e- mails should be kept. If yes, there are a couple of ways to do so (discussed below). If something doesn't need to be kept, you may either delete it or simply leave it in your Inbox or Sent Items folder.

Note: You can only apply one retention policy to a mailbox.

You create and configure a retention policy that automatically retains and then deletes content after five years, and apply the policy to all SharePoint and Microsoft 365 Groups instances. You create and configure a retention label that automatically retains content for ten years.

A retention policy (also called a 'schedule') is a key part of the lifecycle of a record. It describes how long a business needs to keep a piece of information (record), where it's stored and how to dispose of the record when its time. It seems very straightforward, and in many ways it is.

Key Concepts To Know About Retention Policies

When a Retention Policy is applied to a mailbox, it also applies to the online archive mailbox (if it exists). Retention Policies are processed by a scheduled task that runs every 7 days. This means emails could be kept up to 7 days past the expiration period.

Users can access the archive in the same way that they access their primary mailboxes. The Archive Policy defines when an email will be moved from your personal mailbox to the online archive. The Retention Policy defines when an email will be deleted.

A data retention policy defines why and how you store data, for how long, and then how you dispose of it. Data retention policies play a pivotal role in data management, enabling regulatory compliance, legal defenses, and disaster recovery. They can also help keep mission-critical data at employees' fingertips.

How does SharePoint retention work? ›

The retention label marks items as a record and it's locked. Only when the record is unlocked, does a copy of the last version get stored in the Preservation Hold library. The retention label marks items as a regulatory record, which always prevents the item from being edited or deleted.