Topic
This article explains NinjaOne SaaS Backup retention policies.
Environment
NinjaOne SaaS Backup
Description
Retention policy defines how long NinjaOne SaaS Backup keeps your email, Microsoft OneDrive, and Microsoft SharePoint backup data, and when the system securely removes it. Retention policies ensure that no data is unprotected, as all backed-up data follows a clear retention schedule. Retention policies also strengthen compliance by letting you keep data only as long as required for security and regulatory standards purposes.
NinjaOne SaaS Backup offers two retention options: default retention and custom retention, each serving a distinct purpose. Default retention is designed for simplicity and broad coverage, and applies across all workloads. Custom retention offers greater flexibility for organizations with specific compliance or operational requirements.
Setting a default retention policy is mandatory, while custom retention policies are optional. Users must configure a default retention policy before the deadline of 2026-06-01. To remind you to set a default policy, the system displays a dialog box after a successful login to the portal. We recommend completing the setup as soon as possible, but you can choose a time that works best for you. If you miss the deadline, the reminder dialog box will appear when you log in, and you won't be able to dismiss it until you complete the setup. However, backup operations will continue running and will not be affected.
Set Up a Default Retention Policy
NinjaOne SaaS Backup allows only one default retention policy, which applies across all workloads, so you must configure carefully. Follow the steps below to configure a default retention policy.
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From the dashboard dialog box, click Set Default Retention Policy.
Figure 1: Set Default Retention Policy (click to enlarge) Alternatively, you could click Set Up Now from the dashboard banner.
Figure 2: Dashboard banner (click to enlarge) Or lastly, from the Retention Policy banner, you can click Set Up Now.
Figure 3: Retention Policy banner (click to enlarge) Any of the above actions will open the Default Retention Policy Setup dialog box.
Figure 4: Default Retention Policy Setup (click to enlarge) - Select the Retention Period from the drop-down menu. If a default retention policy already exists, the current retention period will be displayed.
- If this is a new setup, select the retention period you want to apply.
- A confirmation dialog box will appear. Select I agree with this Retention Policy Behavior.
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Click Apply Policy.
Figure 5: Review and Apply (click to enlarge) The Retention Policy setup page will display a success message and the policy details.
Figure 6: Retention Policy (click to enlarge)
Set Up a Custom Retention Policy
Unlike the default retention policy, you can create multiple custom retention policies. If data is affected by more than one custom policy, the system applies the longest retention period. Because these policies are customizable, you can apply them to specific workloads or item levels.
To set a custom retention policy:
- Log in to the End-User portal.
- Navigate to the Retention Policy page.
- Click Workload or the Item level tab.
- Click +Create Custom.
- Select your preferences for the following options:
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Policy Name: Descriptive label for a retention policy. We recommend using a meaningful name that reflects the policy's purpose. It's beneficial, especially when you have a lot of custom retention policies.
The system allows the same policy name. Unique policy refers to the combination of workload type and retention period.
- Workload Type: Available options: Email, OneDrive, or SharePoint. If you select Email, the modal displays an additional field where you can choose Department, Domain, or All.
- Retention period: Enter the number and unit. An unlimited time period setting is available.
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When you've made your selections, click Continue.
Figure 7: Create New Custom Retention Policy (click to enlarge)
A confirmation dialog box will appear. Select the agreement box, then choose Apply Policy.
A success message will be displayed, and the policy will be listed.
Modify a Retention Policy
You can edit default retention policies, but you cannot remove them. You can edit and delete custom retention policies. The table below describes the key differences between default and custom retention policies.
| Aspect | Default Retention Policy | Custom Retention Policy |
|---|---|---|
| Requirement | Mandatory | Optional |
| Availability | Both Backup and Archiver SKUs | Archiver SKU only |
| Scope |
Backup SKU- Policy applies to email only Archiver SKU-Policy applies to all workloads (email,OneDrive, SharePoint) |
Chosen by user in workloads or items level |
| Quantity | Only one | Multiple |
| Editable | Yes | Yes |
| Deletable | No | Yes |
Retention Period
Retention periods range from 30 days to 13 years. For backup SKU, the option is limited to four years, seven years, 13 years, and unlimited.
Calculating Email Retention Period
NinjaOne SaaS Backup calculates the retention period from the email received date to your mailbox, not from when it copies the email to our archive.
If you created a one-year retention policy today, 2024-09-25 (for this example), it applies to all existing and future emails, and NinjaOne will enforce retention as soon as you create the policy. Emails will be deleted within 24 hours after their retention period expires, and you cannot recover them once NinjaOne SaaS Backup has deleted them.
| Email Received Date | Retention Policy Period | Retention Policy Creation Date | Policy Expiration Date |
|---|---|---|---|
| 2012-05-13 | One Year | Today | Today |
| 2014-06-01 | One Year | Today | Today |
| 2023-09-25 | One Year | Today | Today |
| 2023-09-30 | One Year | Today | 2024-09-30 |
Calculating OneDrive or SharePoint Retention Period
Since the contents of both OneDrive and SharePoint are files and folders, NinjaOne SaaS Backup will base the retention date on the modified date of the file in your OneDrive data.
For this example. assume you created a 5-year OneDrive retention policy today (we'll use 2025-07-28 for this example). Based on this retention policy, any file that hasn't been edited for 5 years from today will be deleted from the backup. This deletion will occur due to how the system handles changes on the OneDrive side. Any changes on the OneDrive side will trigger an incremental backup, and therefore, NinjaOne SaaS Backup will adjust the OneDrive modified date accordingly.
| File Name | File Created Date | Backup Date | File Modified Date | Retention Period | Policy Expiration Date |
|---|---|---|---|---|---|
| A.pdf | 2020-04-03 | 2020-04-03 | 2020-04-03 | Five years | 2025-04-13 |
| B.xls | 2020-04-27 | 2020-04-27 | 2020-05-21 | Five years | 2025-05-21 |
| C.docx | 2020-04-13 | 2020-04-13 | 2020-08-19 | Five years | 2025-08-19 |
From the above example, NinjaOne SaaS Backup will have deleted file B.xls on 2025-05-21, and so it will no longer exist on the portal today (2025-07-28). If you edited another file with the same name (B.xls) on the OneDrive side (June 7, 2025), and set a five-year retention period. NinjaOne SaaS Backup would re-backup this second B.xls file with a new version.
Frequently-Asked Questions (FAQ)
Below are some frequently asked questions with answers from our support team.
How long does it take for NinjaOne SaaS Backup to purge emails once I implement the retention policy?
Typically, it takes 24-72 hours for emails and SharePoint data to purge, depending on data volume.
Once I've put the retention policy in place, are all emails from before the date specified in the policy destroyed?
Yes, NinjaOne SaaS Backup will permanently delete emails that are past their retention period. The deleted emails are unrecoverable.
Does deletion in a retention policy mean deleting the account?
No. Once data exceeds the retention period, the system deletes only the retained data. The account remains active and unchanged.
What if my data is subject to both default and custom retention policies?
Data retention will always follow the custom retention policy, regardless of which policy has a longer retention period.