Product documentation (retention) — Microsoft OneDrive for Business

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• Retention actions Report an error

  “Retain-only: Retain content forever or for a specified period of time. Delete-only: Permanently delete content after a specified period of time. Retain and then delete: Retain content for a specified period of time and then permanently delete it.”

• Retention policy locations Report an error

  “Retention policies can be applied to the following locations: Exchange mailboxes SharePoint classic and communication sites OneDrive accounts Microsoft 365 Group mailboxes & sites Skype for Business Exchange public folders Teams channel messages (standard channels, shared channels, and private channels post-migration) Teams chats Teams private channel messages (pre-migration only) Teams call logs Microsoft Copilot experiences Enterprise AI apps Other AI apps Viva Engage community messages Viva Engage user messages”

• Retention labels locations limit Report an error

  “Exchange public folders, Skype, Teams and Viva Engage messages don't support retention labels. To retain and delete content from these locations, use retention policies instead.”

• Label persists within tenant Report an error

  “Unlike retention policies, retention settings from retention labels travel with the content if it's moved to a different location within your Microsoft 365 tenant.”

• Label capabilities Report an error

  “Options to start the retention period from when the content was labeled or based on an event, in addition to the age of the content or when it was last modified. Use trainable classifiers to identify content to label. Apply a default label for SharePoint items or Exchange messages.”

• Retention period starts Report an error

  “When the content was created. The default start of the retention period. When the content was last modified. Supported only for files in the SharePoint, OneDrive, and Microsoft 365 Groups locations. When the content was labeled. Available with retention labels, for documents in SharePoint and OneDrive, and for email items. When an event occurs. Available with retention labels that are configured for event-based retention, such as when employees leave the organization or contracts expire.”

• Adaptive protection retention Report an error

  “When you enable Adaptive Protection for your tenant, retention labels are automatically applied to unlabeled content if it's deleted by users who have been identified as an elevated risk. If these users delete content from SharePoint, OneDrive, or Exchange, a retention label is automatically applied to that content to retain it for 120 days.”

• Priority cleanup Report an error

  “The labels are automatically configured and applied when you create a priority cleanup policy that identifies items with a query that you specify. This policy can override existing holds for retention and eDiscovery. Priority cleanup is specific to data lifecycle management and isn't supported for labeled items that are marked as records.”

• Label no actions Report an error

  “you can also use retention labels without turning on any retention or other actions. In this case, you can use a retention label simply as a text label, without enforcing any actions.”

• Dlp condition Report an error

  “You can specify a retention label as a condition in a Microsoft Purview Data Loss Prevention (DLP) policy for documents in SharePoint.”

• Label publish locations Report an error

  “Published to admins and end users Exchange, SharePoint, OneDrive, Microsoft 365 Groups Auto-applied based on sensitive information types, keywords or a query, or trainable classifiers Exchange, SharePoint, OneDrive, Microsoft 365 Groups Auto-applied to cloud attachments SharePoint, OneDrive, Microsoft 365 Groups”

• Single retention label Report an error

  “As with sensitivity labels, an item such as an email or document can have only a single retention label applied to it at a time.”

• Proof of disposition Report an error

  “Proof of disposition for up to seven years No Yes, when you use disposition review or item is marked as a record”

• Policy effect delay Report an error

  “When you submit retention policies for workloads and label policies to automatically apply a retention label, allow up to seven days for the retention settings to be applied to content:”

• Policy scopes Report an error

  “When you create a retention policy or retention label policy, you must choose between adaptive and static to define the scope of the policy.”

• Adaptive scope limitations Report an error

  “The Skype for Business and Exchange public folders locations don't support adaptive scopes. For those locations, you must use a static scope. For configuration information, see Configuring adaptive scopes. Currently, adaptive scopes don't support Preservation Lock to restrict changes to retention policies and retention label policies.”

• Adaptive scope advantages Report an error

  “No limits on the number of items per policy. Although adaptive policies are still subject to the maximum number of policies per tenant limitations, the more flexible configuration will likely result in far fewer policies. You can apply specific retention settings to just inactive mailboxes.”

• Policy lookup Report an error

  “To find the policies for retention that are assigned to specific users, sites, and Microsoft 365 groups, use Policy lookup from the Data lifecycle management or Records management solutions in the Microsoft Purview portal.”

• Retention principles Report an error

  “By default, retention always takes precedence over permanent deletion, and the longest retention period wins.”

• Ediscovery hold protection Report an error

  “Items subject to eDiscovery hold also fall under the first principle of retention; they cannot be permanently deleted by any retention policy or retention label.”

• Preservation locations Report an error

  “For SharePoint and OneDrive sites: The copy is retained in the Preservation Hold library. For Exchange mailboxes: The copy is retained in the Recoverable Items folder. For Teams, Viva Engage messages, Copilot and AI apps: The copy is retained in a hidden folder named SubstrateHolds as a subfolder in the Exchange Recoverable Items folder.”

• Preservation hold quota Report an error

  “Because the Preservation Hold library is included in the site's storage quota, you might need to increase your storage when you use retention settings for SharePoint, OneDrive, and Microsoft 365 groups.”

• Label does not persist off m365 Report an error

  “Retention labels, unlike sensitivity labels, don't persist if the content is moved outside Microsoft 365.”

• Monitoring Report an error

  “Use the Microsoft Purview portal to monitor how retention labels are being used in your tenant, and identify where your labeled items are located: Sign in to the Microsoft Purview portal > Solutions > Data Lifecycle Management > Overview You can then drill down to see details by selecting View details that loads content explorer and activity explorer.”

• Content search label condition Report an error

  “When you create a content search, choose the Retention label condition, and then enter the complete retention label name or part of the label name and use a wildcard.”

• Audit capabilities Report an error

  “Audit admin activities Yes Yes Audit retention actions No Yes *”

• Syntex labeling Report an error

  “A Microsoft Syntex model”

• Power automate support Report an error

  “Run a Power Automate flow at the end of the retention period No Yes”

• Disposition review Report an error

  “Disposition review No Yes”

• Record declaration Report an error

  “Declare item as a record No Yes”

• Regulatory record removal Report an error

  “Only admins for the container can manually change or remove retention labels that mark items as a record, but can't manually change or remove retention labels that mark items as a regulatory record.”

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