Evaluating Data Retention Policies for Microsoft 365 and Azure

Not too much and not too little: This should be the motto of all data retention policies across the board. Businesses and other organizations that handle a significant amount of data are often put in the challenging spot of trying to figure out how to find that balance. Having concrete data retention policies in place is an excellent first step in the process. In particular, understanding what types of tools are available for data retention purposes on the Microsoft 365 and Azure platforms should matter a great deal to you.

Understanding Data Retention in Microsoft 365

The Microsoft 365 platform offers a number of data retention tools native to the platform itself. You should know about data retention policies and data labels within the Microsoft 365 platform when thinking about this.

• Retention Policies - These are a set of pre-established rules that determine how long data is retained within the Microsoft 365 system. A user can define the scope of that time limit for themselves based on the needs of their organization. Once the time limit has passed, then it is possible to either have the data deleted or stored beyond that time.

• Retention Labels - It is also possible to tag certain files to have specific retention rules apply only to those files and documents. Those labels essentially create a special set of rules that apply only to the files or documents that are labeled.

This means that it is possible for a user to create their own specific set of rules for each piece of data.

Azure Data Retention Basics

There is a lifecycle for all data stored within the Azure platform. This lifecycle exists to ensure that all data is accessible for the appropriate amount of time. A few of the basic elements of the Azure data retention lifecycle include:

• Data Creation - This is the first stage of the data cycle and happens when the data is initially created for use.

• Active Usage - This refers to data that is frequently used and viewed often by users. It is considered to be in a hot tier because it is accessed often.

• Tiering of Data - At some point it becomes necessary to create tiers of data to determine which pieces of information need to be retained and what can be discarded after time.

• Deletion of Data - At the end of the lifecycle of data within the Azure system, it may become necessary to delete certain pieces of data. After all, it is simply not possible to retain everything forever. This is the last stage of the data lifecycle.

Knowing just how many steps are necessary to retain or discard certain pieces of data makes it easier for some to understand why they must think about their backup policies so precisely.

Considerations for Evaluating Policies

As you step back and consider the backup policies that you will put in place for the data that you are storing you need to know which types of data you intend to retain for the long run and which you can rid yourself of. Having policies like this in place will allow you to have a concrete set of rules that you can rely upon anytime you need to consider your next steps.

A few things to keep in mind about this include:

• Business vs. Regulatory Needs - There may be some differences between the business needs that you specifically hold and the regulatory requirements that are put upon you by outside parties. Understand each set of needs and how you will adapt to them.

• Over-Retention vs. Under Retention - There are pluses and minuses to retaining certain quantities of data. You might find that you overly retain certain documents or that you are not retaining enough. If you do not retain enough, then it is entirely possible that some important document could go missing. On the other hand, holding on to too much might prove monetarily costly for you as well. Work on balancing out those needs.

Best Practices for Microsoft 365 Retention

Certain playbook rules work well when your intention is to retain data on the Microsoft 365 platform. If you follow some of the best practices set out by others before you, then you stand a good chance of retaining what you need without going overboard.

Ideally, you will classify various data with labels so that you can keep it organized and accessible anytime you need it. This makes it easier on anyone who ever needs to access the data again. It is also helpful because the retention rules for those labels can differ from one another to fit your specific needs for the data.

It is best to apply your retention rules across all documents and files kept within all Microsoft 365 products. This includes programs such as SharePoint, Exchange, Teams, and more. This keeps the rules uniform and once again makes it easier for anyone tapping into those systems to find what they require.

Best Practices for Azure Retention

Similar to Microsoft 365 retention policies, you should also have a list of best practices that you can use on the Azure platform. Make sure that you are using the recovery vaults within the Azure platform properly, and don’t forget to review your backup policies from time to time to make certain they remain useful and effective for you.

Common Pitfalls You May Encounter

Certain pitfalls arise again and again when examining the value of various retention policies. The types of issues that we frequently hear about include:

• Retaining Too Much Material - Being concerned about losing valuable data is certainly a valid concern, but you don’t want to let that drive you into retaining too much material. Doing so will drive up your cost and make it a lot harder to do your work.

• Inconsistency Across Applications - Your retention policies should remain consistent across applications to get the best results. If you have inconsistent policies, then there is a good chance that something will fall through the cracks or get missed.

• Lack of Documentation - If you do not clearly document your retention policies and how you apply them, important details will get lost along the way. Make it a standard practice to record as much information as possible about how your files are being retained.

A Managed Service Provider Can Help You

We know that you might be concerned about getting things wrong when putting your retention policies in place. That is an understandable reaction to have. However, as a managed service provider (MSP), we can certainly help you create the policies that you need and get the results that you want right away. Our team will make sure that everything is appropriately documented and that you will always maintain consistent policies across applications.

If you need assistance creating your retention policies, contact us today about the best ways to approach this.