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May 10 Deadline: O365 Retention Policy

J_Marquardt

Yes, this applies to you!

Legal and Cloud & Information Services (CIS) announced an upcoming Office 365 Document Retention Policy, which will reduce costs and legal risk for SAS. Please pay attention because this applies to JMP employees too.

The deadline has been extended to May 10. Here’s what to do:

Review this InsideSAS article for the details and example scenarios.

Follow the instructions so that you don’t experience work disruptions or lose valuable information.

Use this checklist to help you prepare.

Review this email to learn what happens if you do not apply retention labels, how to find and recover removed items and what to do with items you must retain long-term.

Timeline

February 28, 2022 - Retention Policy for Outlook enabled for CIS

May 10, 2022 (deadline extended) – Retention Policy enabled for all of SAS (Data not labeled that's older than the retention period will be moved to the Recycle Bin.)

Comments

DonMcCormack

If I understand correctly, and I'm still not completely sure, this applies to any file backed up using OneDrive. So every JMP Table, Journal, script, etc., as well as any textbook and research paper PDFs will be deleted if they are older than 3 years.

JonesieAtJMP

@DonMcCormack - your understanding is correct, assuming that you don't do anything to override the default retention period of 3 years. This is done through the application of retention labels to your files and/or folders. Instructions for applying these labels in OneDrive can be found here. Also note that the retention period is based on time since the last modified date, so if you use certain files on a regular basis the retention period resets each time you save.

ChristianStopp

In my attempt to administer the labels, the OneNote app suggests all my private OneNote folders are in Office365.

However, the instructions provided don’t appear (in my searching) to work for address labels on these private OneNote folders as far as I can tell – just shared OneNote folders (by going to OneDrive > Notebooks, where I found only the shared folders listed) or SharePoint (in which nothing shows for me).

Any pointers, thoughts, or direction to instructions to tackle these unshared OneNote folder labels would be appreciated - if it's even needed. Of course if I missed it, my apologies. Thanks!

(and @AntoineS please ignore the PM)

JonesieAtJMP

@ChristianStopp - Did you use the instructions for OneNote found here? If so, and you're still having difficulty please send me an email with screenshots to illustrate your steps. I'm happy to help you diagnose the issue.

ChristianStopp

@JonesieAtJMP I had and have sent an email accordingly. Thanks!

KirstenCrannell

Any tips that come up regarding the Office 365 retention policy, feel free to add to this post in the JMP User Community!