Critical Changes to OneDrive Retention Policies: What You Need to Know
In the ever-evolving digital landscape, staying ahead of changes in data management policies is crucial. Microsoft has announced significant updates to OneDrive retention policies that will impact how businesses can manage their data.
Starting on January 27, 2025, Microsoft will implement changes to the storage policies for unlicensed OneDrive accounts. These changes are designed to streamline data management and ensure compliance. Here's what you need to know:
- Automatic archiving for unlicensed accounts. Any OneDrive user account that has been unlicensed for more than 93 days will be automatically archived if it falls under a retention policy. This information will be available to administrators; however, there are limitations to accessing this information. As the information has been archived, accessing this information may incur reactivation fees and additional monthly storage costs. While this reduces the overall SharePoint Online storage, without understanding the value of the data in the archive, you could be paying excessive reactivation fees.
- Automatic deletion for unlicensed accounts. In the instance where you don’t have any retention policies established in your environment, any OneDrive user account that has been unlicensed for more than 93 days will be automatically deleted from the recycle bin. After 93 days of being in the bin, they will be permanently deleted.
What Does this Mean for You?
For customers using AvePoint’s existing Cloud Backup solutions, all active users are backed up in accordance with your scheduling. What you need to consider:
- In the situation where the user becomes unlicensed, any further changes to their OneDrive are not backed up. However, existing backups of the active user will be available. Once the OneDrive has been deleted, the backups will be retained for as long as the retention is set within the system.
- In the instance where you had unlicenced OneDrive accounts prior to your first backup, they will not be backed up, and the storage and management of these backups will be in accordance with the Microsoft changes discussed earlier.
If organisations currently don’t have a backup solution, the management of unlicensed OneDrive users will be in accordance with Microsoft changes. AvePoint’s backup offers robust backup and restoration solution, supporting your data management strategy with the following:
- Comprehensive backup for active users. AvePoint Cloud Backup ensures that all active OneDrive users are backed up, providing peace of mind that your data is secure and recoverable.
- Retention of existing backups. Even if a user becomes unlicensed, existing backups of their data will remain available. This means that while new backups won't be created, you can still access and restore previous backups as needed.
- Tailored retention options. AvePoint extends beyond Microsoft's native retention capabilities by offering tailored retention options that align precisely with your business requirements. This flexibility ensures that your critical data is retained and recoverable as required.
- Early detection and ransomware protection. AvePoint incorporates machine learning algorithms to detect potential ransomware attacks or report suspicious activity. This additional safeguard ensures your organization is protected from malicious attacks.
What Do You Need to Do?
Consider the profile of your OneDrive accounts and the impact of the loss or archiving of these OneDrive accounts. The upcoming changes to OneDrive retention policies underscore the importance of having a robust data management strategy in place.
By leveraging AvePoint Cloud Backup, you can ensure your data is protected, accessible, and compliant with the latest Microsoft policies. Don't leave your data to chance — take proactive steps to safeguard your digital assets today.
Janine Morris is an experienced information management professional who helps organizations reduce information chaos and improve employee experience while meeting regulatory and compliance requirements. She holds a Master's degree in Information Management and her professional approach and passion have earned her solid recognition in the industry, including being recognized as a Membership Fellow (FRIM) and serving as a former board director and branch president of RIMPA Global.
