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April 29, 2018
Limitations of Office 365 Archiving
April 29, 2018
A company looking to cloud services for better facilities and features. Data loss and protection are the major concerns for any business migration and related plans. There is a lot of different strategies involved to make the transfer possible. It is a high-value transition and lots of expectations of clients and customer. What can damper the spirits is the limitations of Office 365 archiving? There are not many but enough to cause concern among users. It is important to have full knowledge before making any decision of moving to O365. All the related information has been mentioned in this post.
Limitations of Office 365 ArchivingFollowing are some of the many disadvantages of using O365 cloud services:Retention Limitations: The Microsoft offers many layers of protection to prevent end-users in Outlook and Exchange online. Emails being deleted are moved to the user’s Deleted Items folder. There is a 30-day retention policy in place after which they are permanently deleted. With the new strategy, there is indefinite retention time for Deleted Items in Outlook and Exchange Online. This policy increases protection, but items can be deleted permanently if chosen to. These items are then moved to the Recoverable Items-Deletions Folder.Now, the limitation arrives when a user leaves an organization. A manager may put in a request to delete the account. Before the employee leaves, a hold is placed on the mailbox. If this is not done before the account is deleted, emails within cannot be preserved. If there are legal proceeding or corporate investigation on the user, those conversations may never be presented as evidence. This is one of the many limitations of Office 365 archiving.OneDrive/SharePoint Retention Limitations: There is a facility called the Document Versioning. Unless it is switched on, the most recent version of the content is saved not the entire history. Using this features, users may be able to restore back to previous versions in case of accidental deletion. Like Outlook and Exchange Online, OneDrive also has a series of folders for protection. In this case, as well the deleted items stay in Recycle Bin for 93 days or until manual deletion. Once this threshold limit is reached, they are moved to Site Collection Recycle Bin. Once the retention settings in the Site Collection Recycle Bin exceeds the data is gone indefinitely.
Have Proper Office 365 Archiving Policy In PlaceThe information about the default retention policies have been briefly described in this post. There are options to customize retention settings according to user’s choice. There are some drawbacks to this, which has been mentioned here:
- First, the organization must be aware of all the policies. This can be time-consuming and inconvenient.
- Second, the feature to customize retention policy for Deleted Items is only available for Outlook or Exchange Online.
- Then, these policies are different for each plan and service of Office 365. There is a long process of multiple folders to recover one item.
- Also, there is no complete backup solutions and is meant to protect data loss in a limited way.