Introduction
The goal of this article is to provide information on the myriad retention policies of within Microsoft 365 (M365) and Google Workspace (GW) environments. To understand the lifecycle of M365 and GW services, please see Understanding the Microsoft and Google Services for Virginia Tech.
Explanation
Data Recovery
- Departmental requests for user data requires both dean, director, or department head and Division of IT Chief of Staff approval.
- Departmental requests for departmental data (resource account, SharePoint site, etc.) would only need dean, director, or department head approval.
Active Directory (AD) / Microsoft 365 User Account
Accounts are administratively recoverable for 30 days. After 31+ days the user account is unrecoverable.
Exchange Online
Mailbox, Disconnected
When a user account is deleted from Active Directory as a part of the deprovisioning process their mailbox is deleted separately, the mailbox becomes a “disconnected” mailbox and could be re-attached to a new/recovered user account. Disconnected mailboxes are automatically deleted after 30 days.
Mailbox, Files
When individual files within an Exchange Online mailbox are deleted, they first go to the Deleted Items folder. If that folder is emptied, the items then go into a special hidden folder for 30 days. These items can be recovered by the user using the Recover Deleted Items wizard within Outlook/OWA. Items are kept in this Recover Deleted Items folder for 30 days before becoming permanently deleted.
Microsoft Teams
Team
Teams are held in the Recycle Bin for 30 days before being permanently deleted.
Channels
Channels are held in the Recycle Bin for 21 days before being permanently deleted.
Channel Messages
There is currently no permanent deletion of channel conversations. Teams channel messages are stored in a hidden folder in the group mailbox for the team.
Chat
There is currently no permanent deletion of chat. A Team’s chats are stored in a hidden folder in the mailbox of each user included in the chat.
OneDrive
Entire Drive
A deleted user’s OneDrive is kept for 30 days beyond when the account is deleted.
Files
OneDrive has the concept of a Recycle Bin like Exchange mailboxes. Items within a Recycle Bins are automatically deleted after 93 days. This is a user-exposed option similar to “Recover Deleted Items” in Outlook.
SharePoint
Files
Items deleted from a SharePoint site are sent to the site Recycle Bin. Recycle Bin items are kept 93 days.
Sites
Sites are treated similarly to SharePoint file deletions; the sites are retained within the SharePoint Recycle Bin for 93 days before being permanently deleted.
Files in My Drive/Shared Drives and Emails in Gmail
Items deleted are sent to the Trash. Users can recover from Trash for 30 days. Administrator action to recover for 25 days after permanent file deletion. However, only date ranges can be recovered, not specific files or folders. Files within the Trash still count against a user's quota.
Shared Drives
If the entire drive is deleted, 25 days administrative recovery.
Google Groups
No recovery possible.