When it asks if i want to delete a file after retaining a file, does it delete the original file or its copy in Preservation Hold Library?

Question

When it asks if i want to delete a file after retaining a file, does it delete the original file or its copy in Preservation Hold Library?

Edward 1

Hello, I am not fully understanding the process and i wanted to ask for help and confirmations on my understanding.

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So there's a site with a Retention Policy applied. It's set to retain a file for 5 years based on when it was modified, and we choose to delete afterward.

I read if a file is edited/deleted, it will create a copy to Preservation Hold Library. What happens if that same file is edited again? Does that create another new copy in Preservation Hold Library or will existing one be replaced?
After a copy is made to Preservation Hold Library, which one is deleted if no user edits the file for 5 years? The original file or the copy in Preservation Hold Library?

Sorry, I have another one: Let's say there's a site with a Retention Policy to retain a file for 5 years based on when it was modified, and we choose to NOT delete afterward.

I am understanding a copy is still made to Preservation Hold Library after a file is edited/deleted. Then, what exactly happens after 5 years is passed if no further edit is made? Does it just delete the copy and the original file remains where it is?

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Answer 1

Elsie Lu_MSFT 9,801

Hi @Edward ,

Per my test, after setting the retention policy, if you modify the file multiple times, then these will be copied to the Preservation Hold Library:

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Q3: If it is set to not delete, then these versions of files will not be deleted:

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Nate C 1 Reputation point

2021-09-20T18:49:29.277+00:00

I came to ask about Q3 as well. I have a "1 month retain and do nothing" policy applied to a few sites but nothing is being deleted out of the Preservation Hold Library. But Microsoft's documentation indicates items that are no longer under retention should be removed after the weekly job runs:

retention-policies-sharepoint
A timer job periodically cleans up the Preservation Hold library. For content that has been in the Preservation Hold library for more than 30 days, this job compares the content to all queries used by the retention settings for that content. Content that is older than their configured retention period is then deleted from the Preservation Hold library, and the original location if it is still there. This timer job runs every seven days, which means that together with the minimal 30 days, it can take up to 37 days for content to be deleted from the Preservation Hold library.

I had a Microsoft ticket and was told to change my policy to Retain and DELETE after X days. But wouldn't that delete the original items also? I'm in testing now but due to the 30 day restriction mentioned above it's taking a while to get an answer. Does anyone have experience with a Retain and Delete policy to confirm if the this policy affects the PHL only or would also remove the original file after retention ends?

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When it asks if i want to delete a file after retaining a file, does it delete the original file or its copy in Preservation Hold Library?

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