Can site admins monitor the documents that got deleted or are near deletion as part of a site retention policy?

Question

If we define this retention policy on one site:-

So what does this policy exactly means? it means that items modified 5 years ago will be permanently deleted even if they are not deleted? or it only affect deleted items?

Second question, is there a way for the admin to monitor the items that are near to be permanently deleted due to a retention policy? or the items that were already permanently deleted?

Thanks

Answer 1

Hi @john john Pter ,

If the content is modified or deleted during the retention period, a copy of the original content as it existed when the retention settings were assigned is created in the Preservation Hold library. There, the timer job identifies items whose retention period has expired. Those items are moved to the second-stage Recycle Bin, where they're permanently deleted at the end of 93 days. The second-stage Recycle Bin isn't visible to end users (only the first-stage Recycle Bin is), but site collection admins can view and restore content from there.

If the content is not modified or deleted during the retention period, the timer job moves this content to the first-stage Recycle Bin at the end of the retention period. If a user deletes the content from there or empties this Recycle Bin (also known as purging), the document is moved to the second-stage Recycle Bin. A 93-day retention period spans both the first- and second-stage recycle bins. At the end of 93 days, the document is permanently deleted from wherever it resides, in either the first-stage or second-stage Recycle Bin. The Recycle Bin isn't indexed and therefore unavailable for searching. As a result, an eDiscovery search can't find any Recycle Bin content on which to place a hold.

Here is the document for more details

https://learn.microsoft.com/en-us/purview/retention-policies-sharepoint

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