09-17-2019 07:32 AM
09-17-2019 07:32 AM
09-17-2019 07:42 AMSolution
09-17-2019 10:11 AM
09-17-2019 03:52 PM - edited 09-17-2019 03:57 PM
I agree with the points noted by @Rob Ellis . However, Rob said 'You could configure retention policies, so any file changes or deletions are captured and retained for a defined period - e.g. for a Finance site, perhaps retain for 7 years.'
If you create a retention policy (in the O365 Security and Compliance admin portal under 'Classifications') and apply it to a SharePoint document library, it is not possible to delete anything from that library, which we found can be annoying for end users. If you don't want end users to delete, uncheck the delete option from the group (contribute/edit) permissions.
You might also consider breaking up your single site collection and creating more context-specific sites from the existing sub-sites, then applying site specific permissions and retention policies to the libraries.
Also consider, if you have Win10 devices, asking users to use the 'Sync' option in the libraries to sync the content to their local machines. Our end users quickly adopted this option to avoid having to go to the browser every time, and often said that they considered the browser based version as the 'cloud back up'.
09-18-2019 08:14 PM
@Rob Ellis thanks, yes, I was referring to retention labels applied to document libraries. Users cannot delete documents when this happens, which I actually think is correct behaviour as 'retention is retention' - there would be no point in making a document 'invisible'.
This touches on when a retention label should be applied to a library (assuming you use this option). Administering a reasonably large and active environment (500 site collections, users cannot create their own), we found that (a) most records that need to be kept are in team sites (including separate project sites), (b) team sites can remain active for years, but (c) project sites tend to last for the life of the project.
Accordingly, our retention model is to apply retention labels to inactive libraries in team sites, and at the site level in inactive project sites (and also old inactive or redundant team sites).
One of the reasons we decided on applying labels to inactive libraries, and using the option 'when label was applied' (rather than date created or modified) as the trigger was to facilitate the disposal review process. Otherwise you'd end up with a trickle of records over time.
I think, based on long experience with other DM systems, that active libraries should remain active - allowing add/delete.
09-24-2019 10:21 AM
As @Juan Carlos González Martín mentioned Microsoft does not have granular backup/restore but you can get these features through AvePoint which offers complete Office 365 coverage. Data would also be backed up for up to for times a day and you would be able to retrieve it at any time in the future. You can read more about the product here.