Onedrive retention File retention and deletion

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Onedrive retention File retention and deletion

MasterBlaster 166

Hi Team,

Hope you are doing good.

I have multifold questions with regards to Onedrive retention and Deletion, i am looking to implement a file deletion policy for files older than 5 years in users onedrive.

a. will user be notified before the file is going to be deleted from this policy?
b. We want files to be deleted based on created or modified date, will this work by creating two polices, (one based on each attribute), if we do this, which policy will take precedenceon weather a file is deleted, we have seen a few cases where the created date on file is newer than the modified date attribute, so we only want to delete files based on which ever date is most recent?

Awaiting response, Thanks.

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Answer 1

Vasil Michev 119.7K MVP Volunteer Moderator

No, users are generally not notified when documents subject to retention policies "expire". You can however integrate this into a workflow or run a script periodically I suppose. If you want to leverage a built-in feature, take a look into disposition, though it's probably an overkill for your scenario: https://learn.microsoft.com/en-us/microsoft-365/compliance/disposition?view=o365-worldwide
You can create multiple policies as needed, but do keep the "principles of retention" in mind: https://learn.microsoft.com/en-us/microsoft-365/compliance/retention?view=o365-worldwide#the-principles-of-retention-or-what-takes-precedence
"Shortest deletion period" wins, unless you also use policies that have a "retain" action. In which case, retention always wins.

Ceasar Chen_MSFT 4,481 Reputation points

2022-02-21T06:16:41.723+00:00

Hi, @MasterBlaster
You can refer to michev's answer.
MasterBlaster 166 Reputation points

2022-02-21T20:05:59.517+00:00

Hi Michev,

Thanks for your answer.

Just for clarification, if we have two 10 year deletion policies with no retention applied ( one for modified date and one for created date), the file will be deleted once the modified date "or" created date reaches the 10 year threshold correct? is their a way to implement a policy that will not delete the file until the modified "and" created dates have reached the 10 year threshold?

So if i create two polices "retain and delete" 10 year policy, one on the basis of creation date and the other basis modified date? will it help me achieve the objective mentioned above?

Thanks,
Sehwag
Vasil Michev 119.7K Reputation points MVP Volunteer Moderator

2022-02-22T06:52:51.76+00:00

Again, "shortest" deletion wins. If you want to avoid that, you need a "retain" policy, or two.
Ceasar Chen_MSFT 4,481 Reputation points

2022-03-08T02:44:52.487+00:00

Hi, @MasterBlaster
Have you solved problems?There are updates to reply here.

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Onedrive retention File retention and deletion

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