Compliance Problems

How SharePoint Retention Works for the Preservation Hold Library

Camila Milosovich Sep 28, 2026 869 views

Question details

The user needs to understand how to apply a one-year retention policy to keep deleted documents in the Preservation Hold Library without deleting them from the live environment.

Understanding How SharePoint Retention Works for the Preservation Hold Library

Product: SharePoint / OneDrive
Device & OS: not provided
Scenario: Setting up a document retention policy to safely preserve deleted items for compliance purposes without affecting active site documents.
Observed behavior: When a one-year retention policy is applied, deleted items are kept in the Preservation Hold Library for that period, after which they move to the second-stage recycle bin for 93 days before permanent deletion.

Before you start

Ensure you have Site Collection Administrator or Microsoft Purview Compliance Administrator permissions to configure and view retention policies.

Solution 1Recommended

Configure and Understand the One-Year Retention Policy Lifecycle

This outlines the exact lifecycle of a document in SharePoint or OneDrive when protected by a one-year retention policy.

A retention policy ensures that your organization's data is retained for a specified period to meet compliance guidelines. When configured to retain data for one year, documents are not removed from the live environment. Instead, if a user deletes a file, a copy is routed to the Preservation Hold Library.

It is important to note that you cannot set a separate retention duration specifically for the Preservation Hold Library; its duration is entirely controlled by the overarching retention policy applied to the site.

File Deletion and Preservation Hold

When a user deletes a document from the live SharePoint or OneDrive environment, the system immediately moves a copy of that item to the Preservation Hold Library. It will remain there for the duration of the one-year retention policy.

End of Retention Period

Once the one-year retention period expires, the item is automatically removed from the Preservation Hold Library. It is then transferred to the second-stage recycle bin.

Second-Stage Recycle Bin Phase

The deleted item will stay in the second-stage recycle bin for exactly 93 days. During this 93-day window, the file is not permanently destroyed.

Administrator Restoration

If a file needs to be recovered after the one-year policy has expired, a Site Collection Administrator can navigate to the second-stage recycle bin and restore the document at any time within those 93 days. After 93 days, permanent deletion occurs.

Configure and Understand the One-Year Retention Policy Lifecycle

Retention Priority: The retention policy dictates the exact time items stay in the Preservation Hold Library. You cannot configure the library to hold items longer than the policy's defined period.

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Frequently Asked Questions

Will a deleted item automatically be removed from the Preservation Hold Library after one year?

Yes. Once the one-year retention policy period ends, the item is automatically transferred from the Preservation Hold Library to the second-stage recycle bin.

Can I retain items in the Preservation Hold Library longer than the retention policy allows?

No. Items cannot be retained in the Preservation Hold Library for a separate, extended period. The duration is strictly controlled by the applied retention policy.

Does applying a retention policy delete documents from my live environment?

No. A retention policy designed to 'preserve' data ensures deleted files are kept safe, but it does not proactively delete documents from your live environment.

Who can access and restore items from the second-stage recycle bin?

Site Collection Administrators have the necessary permissions to view the second-stage recycle bin and restore items within the 93-day window before they are permanently deleted.

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