Retention schedule and deletion policies
Retention schedules
Retention schedules will set the minimum period for which records and business value information should be retained. Retention schedules will be reviewed regularly and amended as necessary.
Retention schedules will be agreed by the information asset owner for the relevant service function.
Records will be stored and destroyed in a manner commensurate with the sensitivity of the record or information.
Destruction of records must be recorded in the central destruction register.
Microsoft 365 deletion policies
Deletion policies are set in M365 to help manage information properly. They stop non-business value information being kept forever and encourage records and business value information to be stored in more appropriate locations.
The council employs the following deletion policies within the M365 environment:
- Exchange (email, calendar, tasks, notes) - 2 years after last modified
- Teams' chats - 12 months after last modified
- Teams' channels - 2 years after last modified
- SharePoint - 6 years after last modified unless a retention policy applies.
- OneDrive - 6 years after last modified