Overview

At Dropsuite, we prioritize these concerns by integrating robust retention policy features. By default, data retention is unlimited, but there are key differences based on subscription type:

• Backup-only Subscription: Only email can have an assigned retention policies. Retention periods can be set for 14 months, 4 years, 7 years, or never deleted. If no specific period is set, it defaults to unlimited, with a banner prompting users to create one.
• Archiver-type Subscription: Email, OneDrive, and SharePoint can have assigned retention policies. Customizable retention periods for email range from 30 days to 13 years, with an option for unlimited retention. Recent enhancements for the Archiver-type subscription include a new default domain retention policy, simplifying the retention process by applying policies for all users at the domain level. Users can choose between default and custom retention options to meet diverse needs.

Key Capabilities

• Diverse Options: Users can choose between default and custom retention when creating a new policy.
• Comprehensive Coverage: The default domain retention policy applies to all users within the domain, eliminating the need for individual setup.

Default Domain Retention Policy

The default domain retention policy has no significant changes compared to the existing custom retention policy, except for its scope. The default domain retention applies at the domain level, simplifying management.

Setup Instructions
To set the default domain retention policy, follow these steps:

1. Find the entry point you want. There are three available locations:
   • From the dashboard page, choose Set Retention Policy.
   • From the add backup page, choose Set Retention Policy.
   • From the retention policy page, there are two options: Choose Set Retention Policy on the banner or choose Create New button and then select Create default domain retention.
     
     
2. Select the Retention Period, check the consent and choose Save.
   
   
3. A confirmation pop-up will appear. Choose Save again to finish the process.
   
   
4. A success message will display, and the policy will be listed on the retention policy page.

FAQ

Is the default domain retention policy available for all domain types?

No, it is currently available for M365 domains only.

Can users edit the created default retention policy?

Yes, first navigate to the retention policy page.  Select the policy to edit, click the three dots button, then choose Edit. Select the retention period, check I agree with terms & conditions, and choose Save.

Can users delete the created default retention policy?

No, users can only edit the policy; deletion is not allowed.

What retention periods are available for the default retention?

The default retention can be configured on a daily, weekly, monthly, or yearly basis, with predefined options or a custom period.

Can users set the default retention period to indefinite?

Yes, but this option is only available in the retention policy settings and not during the initial setup.

How long does it take for emails to be purged once the retention policy is implemented?

Typically, it takes 24-72 hours for emails and SharePoint data to be purged, depending on data volume.

After the retention policy is put in place, are all emails from before that policy specified date destroyed and rendered unrecoverable?

Yes, emails are permanently deleted after they surpass their retention period and cannot be recovered.

Can retention policies be deleted?

Yes, to delete a policy, go to Compliance > Retention Policy and select the Retention Policy List tab.  Then select the policy you wish to delete, and choose Delete.

Can retention policies be modified?

Yes, go to Compliance > Retention Policy, and select the policy you wish to edit.  Then, choose Edit.
Note: Editing an existing retention policy will only affect emails that have not been deleted yet.

How is the email retention period calculated?

The retention period is calculated from the email received date to your mailbox, not from when the email was copied to our archive.

Example: If a one-year retention policy is created today (25 September 2024 for the purpose of this example), it applies to all existing and future emails and is enforced as soon as the policy is created. Emails will be deleted within 24 hours after their retention period expires and cannot be recovered once deleted by the retention policy.

How does the system calculate OneDrive and SharePoint retention?

Since the contents of both OneDrive and SharePoint are files and folders, the retention date will be based on the modified date of the file in your OneDrive data.

Example: A 5-year OneDrive retention policy was created today (July 28, 2025 for the purpose of this example) for the george@company.com account. Due to the retention policy, any file that hasn’t been edited for 5 years from today will be deleted from the backup. This was caused by how the system handles changes on the OneDrive side. Any changes on the OneDrive side will trigger an incremental backup, and the OneDrive modified date will be adjusted.

From the above sample, file B.xls will be deleted on May 21, 2025, and it will no longer exist on the portal today (July 28, 2025). Let’s say the user edited another file with the same name (B.xls) on the OneDrive side (June 7, 2025) and set a 5-year retention period. The system will re-backup this second B.xls file with a new version.