What is it?
Data retention defines how long information is kept before it is deleted or archived.
The Data Retention project is a multi-phase effort to responsibly manage institutional data in Microsoft services by aligning technical retention configurations with UNC System and UNCG retention requirements.
The initiative will:
- Configure Microsoft services to retain and dispose of data according to required schedules, rather than keeping everything indefinitely.
- Introduce automated lifecycle management to address long-term storage growth, cost, and risk.
- Enable Microsoft features that archive older email and clean up deleted items.
- Establish clear, structured processes for retention exceptions and records requiring Archivist review.
Retention decisions will be based on:
- A file’s last date accessed, and
- An email’s date received or sent.
Some changes will be implemented in the near term, while others will be phased in over time.
Scope
This project applies to all UNCG faculty, staff, and students. It primarily covers institutional data stored and managed in:
- Microsoft Outlook
- OneDrive
- Teams
- SharePoint
In limited cases, certain Google services will also be aligned with retention schedules. For example, Google Groups email conversations and legacy archive data will follow similar retention timelines.
Different timelines and rules apply depending on the system, type of data, and the user’s role.
Why are we doing it?
UNCG’s current approach to data retention, keeping nearly everything forever, is not sustainable.
We are doing this because:
- Users need better control over their storage space.
Under the current “retain forever” setting, deleted files still count against a user’s OneDrive storage quota. Updating retention settings will allow users to free up space when files are deleted after the required retention period. - Responsible data management improves service.
Reducing clutter improves performance, supports sustainability, and helps control long-term costs. - We need to meet policy and legal requirements.
Retention changes are aligned with UNC System requirements and have been reviewed by UNCG General Counsel. - Keeping everything forever increases risk.
Retaining unnecessary data increases legal, security, and privacy exposure. - A large portion of stored data is no longer active or accessible.
More than 50 percent of current storage usage belongs to deleted accounts. - Storage costs are rising faster than budgets.
Storage demand is increasing by more than 20 percent each year and is outpacing available licensing.
How will I be impacted?
Proposed Email Changes
- Emails older than one year will move to the Archive mailbox.
- Deleted emails will be automatically removed from your Trash folder after 60 days.
Email may still be retained in accordance with University retention requirements. - Email to be retained for five years, with automated deletion planned to begin no earlier than July 2027.
What is the email archive?
The Archive mailbox automatically stores older email. It remains fully searchable and accessible in Outlook and Outlook on the web.
Proposed OneDrive Changes
Short-term changes (low impact, early 2026):
- Data belonging to deleted accounts will be removed, freeing storage immediately.
- Files in the recycle bin will be permanently deleted after 365 days.
- The “retain forever” setting will be removed.
Long-term changes (higher impact, mid-2027):
- Files that have not been accessed in five years are proposed to be automatically deleted in accordance with UNC System retention schedules.
- Additional guidance and communication will be provided before long-term retention changes take effect.
Proposed SharePoint Changes
- SharePoint is the system of record for departmental and official files.
- Some departmental data is subject to special retention rules based on UNC requirements.
- ITS will work directly with affected units to apply the correct retention schedules.
Preserving Required Data
When data must be retained longer than the general schedule allows, faculty and staff will have a way to take action to exempt specific data from deletion. Structured exception processes will be provided.
When will this be implemented?
- Early 2026
- Recycle bin retention set to 365 days.
- “Retain forever” setting removed.
- Auto-archive and version limits introduced.
- Mid-2027
- OneDrive and SharePoint retention rules applied.
- Email and file deletion for items older than five years begins.
Implementation will occur in phases, with additional communication before major changes.
What do I need to do?
Nothing right now. No immediate action is required.
- Watch for how-to guidance from ITS before retention rules go live.
- In the meantime:
- Delete files and email you no longer need.
- Move important records subject to UNC retention schedules into appropriate departmental SharePoint sites.
- Avoid personal cloud storage or USB drives for University data.
Feedback and Engagement
Nothing is finalized yet. Your feedback is important and is helping shape design decisions.
Share your feedback or questions using the Data Retention Project Feedback Form.
Questions currently being explored include:
- How retention applies to disabled but not deleted accounts.
- How shared files are handled when collaborators leave.
- Whether users can be notified before data reaches retention limits.
- Whether reports or alternative storage options can be provided for certain scenarios.
We welcome additional feedback as this work continues.