Unlocking the Future of Data Management with Microsoft 365: Archive, Enhanced Version Controls, and Scaled Storage Backup

In an era where data generation is skyrocketing, with over two billion files created in Microsoft 365 every day, robust data management solutions are no longer optional—they are imperative. Businesses are striving to maintain stringent security and compliance standards while ensuring business continuity. This challenge is compounded when moving vast amounts of data outside the Microsoft 365 trust boundary proves impractical. Microsoft is addressing these challenges head-on with innovative solutions: Microsoft 365 Archive, Enhanced Version Controls, and Microsoft 365 Backup for scaled storage management.

Microsoft 365 Archive: A Cost-Effective Data Management Solution

The Microsoft 365 Archive, now generally available, is designed to help organizations efficiently manage their inactive data. Here are some of the key benefits of Microsoft 365 Archive:

• Ultra-Fast Archiving: Archive your data in minutes, regardless of the volume, ensuring swift data management.
• Seamless Integration with Purview: Achieve a comprehensive archive, security, and compliance solution without the hassle of managing multiple systems.
• Admin-Level Search Indexes: Retain administrative search capabilities, with end-user search indexes coming soon.
• Rich Metadata Fidelity: Maintain high-quality metadata in both standard and archive storage tiers.
• Copilot Relevance Scoping: Archived content is ignored by Copilot, allowing for appropriate labeling and cleanup of inactive data.

Archiving content in SharePoint is straightforward. For smaller archives, use the site-picker in the SharePoint admin center. For large-scale archiving, PowerShell scripts or custom applications are recommended. Additionally, SharePoint Advanced Management’s site lifecycle management feature automates archiving activities, prompting site owners to verify site usage before archiving.

Enhanced Version Controls: Optimize Your Storage Footprint

Enhanced version controls, now in public preview, offer new capabilities to manage version history in SharePoint Document Libraries. Previously, version limits could only be set based on count. The new features include:

• Automatic Version Limits: Intelligently prune versions based on age and restore probability, optimizing storage usage.
• Time-Based Manual Settings: Combine time-based limits with count limits for tailored recoverability needs.

These settings can be applied at the library, site, or tenant level, allowing for granular control over your document libraries.

Microsoft 365 Backup: Ensuring Unmatched Business Continuity

Microsoft 365 Backup, currently in public preview, offers unparalleled recovery capabilities for OneDrive, SharePoint, and Exchange Online data. This solution provides:

• Rapid Recovery: Restore large volumes of data at unprecedented speeds, ensuring business continuity in the face of ransomware or accidental deletions.
• Comprehensive Backup: Achieve peace of mind knowing your data is securely backed up within the Microsoft 365 trust boundary.

Microsoft 365 Backup Storage: Extend Recovery Capabilities

Microsoft 365 Backup Storage, available in public preview on June 1, allows third-party software vendors to integrate the same exceptional recovery capabilities as the native Microsoft 365 Backup application into their own solutions. This platform opens up new possibilities for developers to enhance their data management offerings.

Achieve Your Data Management Goals

With Microsoft 365 Archive, enhanced version controls, Microsoft 365 Backup, and Microsoft 365 Backup Storage, organizations can achieve their data management, security, compliance, and business continuity goals without moving data outside the Microsoft 365 trust boundary. These solutions ensure that your data remains secure, accessible, and manageable, paving the way for a more efficient and resilient future.

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