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Solution: Create 20 retention policies for SharePoint with a retention period of 10 years that includes 100 specific sites, and create 80 retention policies for SharePoint with a retention period of 4 years that includes 100 specific sites.īecause you don't need to retain all SharePoint sites, you must create retention policies that specify the specific sites. Requirement: An organization has several thousand SharePoint sites but only 2,000 sites require a retention period of 10 years, and 8,000 sites require a retention period of 4 years. However, new users that require the 5-year retention period add to the include and exclude numbers, and this limit would be reached at 1,000. With this solution, if anybody new joins the organization, their mailbox is automatically included in the first policy for 7 years and there is no impact to the maximum numbers supported. If the subset of users required a longer retention policy, you wouldn't need to exclude them from the first policy. In both cases, the number included and excluded is below the maximum number of specified mailboxes for a single policy, and the subset of users must be explicitly excluded from the first policy because it has a longer retention period than the second policy. Then create a second retention policy for Exchange email with a retention period of 5 years and include the subset of users. Solution: Create one retention policy for Exchange email with a retention period of 7 years and exclude the subset of users. Requirement: In an organization that has over 40,000 user mailboxes, most users must have their email retained for 7 years but a subset of identified users (425) must have their email retained for only 5 years.

The following examples are for static scopes and provide some design solutions for when you can't specify just the location for a retention policy, and must take into account the maximum number of items documented in the previous section.

Examples of using multiple policies to avoid exceeding maximum numbers Consider using adaptive scopes rather than creating and maintaining multiple policies with includes and excludes. However, multiple policies result in higher administrative overheads. See the next section for some example scenarios and solutions that use multiple retention policies for this reason. Skype for Business has to be scoped to specific users and the maximum number supported per policy is 1,000.īecause these limitations are per policy, if you need to use specific inclusions or exclusions that result in going over these numbers, you can create additional policies that have the same retention settings. Maximum numbers of items per policy for retention for static scopes: If you use static scopes and the optional configuration to include or exclude specific users, specific Microsoft 365 groups, or specific sites, there are some limits per policy to be aware of. Maximum number of items per policyĪpplicable only if you use static policy scopes rather than adaptive policy scopes. This means that the maximum number of properties or attributes supported within a single adaptive scope is 100. Grouping attributes or properties within a group isn't supported.

Number of characters in an advanced query: 10,000.

Number of attributes or properties without a group, or within a group: 10.

String length for attribute or property values: 200.

There is no limit to the number of adaptive policy scopes that you can add to a policy for retention, but there are some maximum limits for the query that defines each adaptive scope:

SharePoint or OneDrive (specific locations included or excluded): 2,600Īlthough retention policies for Microsoft Teams and Yammer use mailboxes to store data for retention purposes, the maximum number of policies for Exchange Online exclude retention policies for Teams and Yammer.

SharePoint or OneDrive: (all sites automatically included): 13.

Within this 10,000 policies limit, there are also some limits on the maximum number of policies for retention per workload: This maximum number includes the different policies for retention, and other policies for compliance such as policies for DLP, information barriers, eDiscovery holds, and sensitivity labels. Maximum number of policies per tenantĪ single tenant can have a maximum of 10,000 policies (any configuration). Maximum number of retention labels per tenantĪ maximum of 1,000 retention labels are supported per tenant. When you use retention policies and retention label policies to automatically retain or delete data for your organization, there are some maximum numbers to be aware of. Microsoft 365 licensing guidance for security & compliance.