Limitations of Office 365 Archiving
Some of the drawbacks of using the Exchange Online cloud services are listed as follows:
Retention Limitations: In Outlook and Office 365, Microsoft offers a high-level protection to the end user data. After the emails are removed, they are moved to the “Deleted Items Folders”. After 30 days, the emails from this folder are permanently deleted. This is called the retention period. This feature ensures that the data of a user is protected even after deleting it. These items can be moved to “Recoverable Items-Deletions Folder”
Now, the problem emerges when an employee leaves the organization. The manager may request to delete his/her account. Before a user leaves, the mailbox is put on the hold. If this is not done, the emails cannot be accessed and the data will be lost. In case, there is the corporate investigation or legal investigation on that employee, the conversations cannot be presented in the form of evidence. This is one of the notable drawbacks of O365 archiving.
OneDrive/SharePoint Retention Limitations: There is a feature called Document Versioning. If this feature is switched on, only the recent edition of content is stored and not the entire directory. This feature enables the user to retrieve back the older data in case it is mistakenly deleted. Similar to Outlook and Office 365, OneDrive also contains a set of folders for protection. In OneDrive too, the deleted items will stay in the Recycle bin for 93 days, otherwise, the data is permanently deleted manually. As soon as this limit is reached, the data is migrated to Site Collection Recycle Bin. Once the retention settings in Site Collection Recycle Bin crosses the maximum limit, the data will vanish.
Have Precise In-Place Office 365 Archiving Policy
The information regarding default retention policies is described briefly in this write-up. Many options are available to customize retention settings as per the users’ requirements. Some limitations arising due to this feature are mentioned as follows:
- Any organization should have full knowledge of all the policies. This can be inconvenient and time-consuming.
- For deleted items, this service to customize retention policies is only available for Office 365 or Outlook.
- These policies vary according to the different plans and services of the Exchange Online. To recover one item, there is a lengthy procedure of multiple folders.
- No complete backup solution is available and it is needed to prevent data loss via limited measures.
How to Prevail Over these Drawbacks of Office 365 Archiving?
The conversations can be secured in a number of ways. One method is to save the important information manually, which is a risky task to perform. So, the non-technical users and professionals look for a more perfect solution to backup Office 365 archive mailbox to PST file format. It is recommended to use SysTools Office 365 Email Extractor. It equips the user to archive emails, calendars, contacts to another file format with the help of multiple options available. The utility can be used in two different manners: using admin credentials and without admin credentials. Users can save their account data to different file types like PST, MSG, EML. The product is adaptive with all the versions of Windows such as 10, 8.1, 8, 7, XP and earlier versions.