Can site admins monitor the documents that got deleted or are near deletion as part of a site retention policy?

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Can site admins monitor the documents that got deleted or are near deletion as part of a site retention policy?

john john Pter 1,410

If we define this retention policy on one site:-

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So what does this policy exactly means? it means that items modified 5 years ago will be permanently deleted even if they are not deleted? or it only affect deleted items?

Second question, is there a way for the admin to monitor the items that are near to be permanently deleted due to a retention policy? or the items that were already permanently deleted?

Thanks

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Answer 1

RaytheonXie_MSFT 40,496 Microsoft External Staff

Hi @john john Pter ,

If the content is modified or deleted during the retention period, a copy of the original content as it existed when the retention settings were assigned is created in the Preservation Hold library. There, the timer job identifies items whose retention period has expired. Those items are moved to the second-stage Recycle Bin, where they're permanently deleted at the end of 93 days. The second-stage Recycle Bin isn't visible to end users (only the first-stage Recycle Bin is), but site collection admins can view and restore content from there.

If the content is not modified or deleted during the retention period, the timer job moves this content to the first-stage Recycle Bin at the end of the retention period. If a user deletes the content from there or empties this Recycle Bin (also known as purging), the document is moved to the second-stage Recycle Bin. A 93-day retention period spans both the first- and second-stage recycle bins. At the end of 93 days, the document is permanently deleted from wherever it resides, in either the first-stage or second-stage Recycle Bin. The Recycle Bin isn't indexed and therefore unavailable for searching. As a result, an eDiscovery search can't find any Recycle Bin content on which to place a hold.

Here is the document for more details

https://learn.microsoft.com/en-us/purview/retention-policies-sharepoint

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john john Pter 1,410 Reputation points

2025-02-26T08:17:01.4433333+00:00

@RaytheonXie_MSFT sorry i did not get your reply, you seems to copy the documentation form Microsoft articles which is so confusing.. also your answer contradicts with another answer i got on this question https://learn.microsoft.com/en-us/answers/questions/2182683/retain-items-for-a-specific-period-vs-only-delete where defined a Retain policy for 7 years will not affect undeleted items it will only affect deleted items...while you are saying that it will deleted even undeelted items... so i am confused now
john john Pter 1,410 Reputation points

2025-02-26T08:19:11.64+00:00

@RaytheonXie_MSFT also this sentence is so confusing to me :-

If the content is modified or deleted during the retention period, a copy of the original content as it existed when the retention settings were assigned is created in the Preservation Hold library.

I am not sure how i would modify an item during its retention period? as the item at that time will be deleted!!!
RaytheonXie_MSFT 40,496 Reputation points Microsoft External Staff

2025-02-27T02:14:00.81+00:00

Hi @john john Pter ,

As the document mentioned, when a user changes an item that's subject to retention from a retention policy or a retention label that marks items as a record, or deletes any item subject to retention, the original content is copied to the Preservation Hold library. This behavior lets the user change or delete the content in their app, while keeping a copy of the original for compliance reasons.

The retention policy will keep the copy of the item for 93 days as default, and you could set the time such as 7 years or forever. Keeping or deleting the copy will not affect the item in sharepoint.
RaytheonXie_MSFT 40,496 Reputation points Microsoft External Staff

2025-02-28T02:12:11.53+00:00

Hi @john john Pter ,

Would you tell me whether your issue has been resolved or have any update? If you have any questions or progress, you can contact me in time.

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Can site admins monitor the documents that got deleted or are near deletion as part of a site retention policy?

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