{"id":19482,"date":"2026-06-24T08:00:45","date_gmt":"2026-06-24T06:00:45","guid":{"rendered":"https:\/\/i4-you.com\/how-smart-archiving-helps-reduce-storage-costs-in-microsoft-365\/"},"modified":"2026-06-11T14:47:23","modified_gmt":"2026-06-11T12:47:23","slug":"how-smart-archiving-helps-reduce-storage-costs-in-microsoft-365","status":"publish","type":"post","link":"https:\/\/i4-you.com\/en\/how-smart-archiving-helps-reduce-storage-costs-in-microsoft-365\/","title":{"rendered":"How smart archiving helps reduce storage costs in Microsoft 365"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-post\" data-elementor-id=\"19482\" class=\"elementor elementor-19482 elementor-19478\" data-elementor-post-type=\"post\">\n\t\t\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-6257a22c elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"6257a22c\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;background_background&quot;:&quot;classic&quot;}\">\n\t\t\t\t\t\t\t<div class=\"elementor-background-overlay\"><\/div>\n\t\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-no\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-50 elementor-top-column elementor-element elementor-element-1410336d\" data-id=\"1410336d\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<section class=\"elementor-section elementor-inner-section elementor-element elementor-element-f276d94 elementor-reverse-mobile elementor-hidden-tablet elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"f276d94\" data-element_type=\"section\" data-e-type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-no\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-inner-column elementor-element elementor-element-1f3eeb47\" data-id=\"1f3eeb47\" data-element_type=\"column\" data-e-type=\"column\" data-settings=\"{&quot;background_background&quot;:&quot;classic&quot;}\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-61b700a1 elementor-widget elementor-widget-image\" data-id=\"61b700a1\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img fetchpriority=\"high\" decoding=\"async\" width=\"1500\" height=\"975\" src=\"https:\/\/i4-you.com\/wp-content\/uploads\/2026\/06\/1.1-Hoe-slim-archiveren-helpt-om-storagekosten-in-Microsoft-365-te-verlagen.jpg\" class=\"attachment-full size-full wp-image-19483\" alt=\"How smart archiving helps reduce storage costs in Microsoft 365\" srcset=\"https:\/\/i4-you.com\/wp-content\/uploads\/2026\/06\/1.1-Hoe-slim-archiveren-helpt-om-storagekosten-in-Microsoft-365-te-verlagen.jpg 1500w, https:\/\/i4-you.com\/wp-content\/uploads\/2026\/06\/1.1-Hoe-slim-archiveren-helpt-om-storagekosten-in-Microsoft-365-te-verlagen-300x195.jpg 300w, https:\/\/i4-you.com\/wp-content\/uploads\/2026\/06\/1.1-Hoe-slim-archiveren-helpt-om-storagekosten-in-Microsoft-365-te-verlagen-1024x666.jpg 1024w, https:\/\/i4-you.com\/wp-content\/uploads\/2026\/06\/1.1-Hoe-slim-archiveren-helpt-om-storagekosten-in-Microsoft-365-te-verlagen-768x499.jpg 768w\" sizes=\"(max-width: 1500px) 100vw, 1500px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-inner-section elementor-element elementor-element-60b7c4a0 elementor-reverse-mobile elementor-hidden-tablet elementor-hidden-mobile elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"60b7c4a0\" data-element_type=\"section\" data-e-type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-no\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-inner-column elementor-element elementor-element-835b20b\" data-id=\"835b20b\" data-element_type=\"column\" data-e-type=\"column\" data-settings=\"{&quot;background_background&quot;:&quot;classic&quot;}\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-2152b9e0 elementor-widget elementor-widget-heading\" data-id=\"2152b9e0\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<p class=\"elementor-heading-title elementor-size-default\">Written by:<\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5b29237 elementor-widget elementor-widget-heading\" data-id=\"5b29237\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<p class=\"elementor-heading-title elementor-size-default\">Iris van Trooijen, June 18, 2026<\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4ce59441 elementor-icon-list--layout-inline elementor-align-center elementor-tablet-align-center elementor-list-item-link-full_width elementor-widget elementor-widget-icon-list\" data-id=\"4ce59441\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"icon-list.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<ul class=\"elementor-icon-list-items elementor-inline-items\">\n\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item elementor-inline-item\">\n\t\t\t\t\t\t\t\t\t\t\t<a href=\"https:\/\/i4-you.com\/blog\/\">\n\n\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-chevron-circle-right\" viewBox=\"0 0 512 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M256 8c137 0 248 111 248 248S393 504 256 504 8 393 8 256 119 8 256 8zm113.9 231L234.4 103.5c-9.4-9.4-24.6-9.4-33.9 0l-17 17c-9.4 9.4-9.4 24.6 0 33.9L285.1 256 183.5 357.6c-9.4 9.4-9.4 24.6 0 33.9l17 17c9.4 9.4 24.6 9.4 33.9 0L369.9 273c9.4-9.4 9.4-24.6 0-34z\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">Back to overview<\/span>\n\t\t\t\t\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t<\/ul>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-inner-section elementor-element elementor-element-46276fd4 elementor-reverse-mobile elementor-hidden-tablet elementor-hidden-mobile elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"46276fd4\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;sticky&quot;:&quot;top&quot;,&quot;sticky_on&quot;:[&quot;desktop&quot;],&quot;sticky_offset&quot;:40,&quot;sticky_effects_offset&quot;:0,&quot;sticky_anchor_link_offset&quot;:0}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-no\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-inner-column elementor-element elementor-element-872a1df\" data-id=\"872a1df\" data-element_type=\"column\" data-e-type=\"column\" data-settings=\"{&quot;background_background&quot;:&quot;classic&quot;}\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-262c2e2a elementor-widget elementor-widget-elementskit-blog-posts\" data-id=\"262c2e2a\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"elementskit-blog-posts.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<div class=\"ekit-wid-con\" >        <div id=\"post-items--262c2e2a\" class=\"row post-items\" data-masonry-config=\"true\">\n                    <div class=\"col-lg-12 col-md-12\">\n\n                                    <div class=\"elementskit-post-image-card\">\n                        <div class=\"elementskit-entry-header\">\n                                                            <a href=\"https:\/\/i4-you.com\/en\/can-sharepoint-intranet-be-completely-in-our-corporate-identity\/\" class=\"elementskit-entry-thumb\">\n                                    <img decoding=\"async\" src=\"https:\/\/i4-you.com\/wp-content\/uploads\/2026\/06\/Kan-SharePoint-Intranet-volledig-in-onze-huisstijl-768x499.jpg\" alt=\"Can SharePoint Intranet be completely in our corporate identity?\">\n                                <\/a><!-- .elementskit-entry-thumb END -->\n                                                            \n                            \n\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div><!-- .elementskit-entry-header END -->\n\n\t\t\t\t\t\t<div class=\"elementskit-post-body \">\n\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<h2 class=\"entry-title\">\n\t\t\t\t\t<a href=\"https:\/\/i4-you.com\/en\/can-sharepoint-intranet-be-completely-in-our-corporate-identity\/\">\n\t\t\t\t\t\tCan SharePoint Intranet be completely in our corporate identity?\t\t\t\t\t<\/a>\n\t\t\t\t<\/h2>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t                                                            <div class=\"btn-wraper\">\n                                    \n                                                                            <a class=\"elementskit-btn whitespace--normal\" id=\"\" href=\"https:\/\/i4-you.com\/en\/can-sharepoint-intranet-be-completely-in-our-corporate-identity\/\">\n                                        \t                                            Read Fresh blog                                        <\/a>\n                                                                    <\/div>\n                                                    <\/div><!-- .elementskit-post-body END -->\n                    <\/div>\n                \n            <\/div>\n                    <div class=\"col-lg-12 col-md-12\">\n\n                                    <div class=\"elementskit-post-image-card\">\n                        <div class=\"elementskit-entry-header\">\n                                                            <a href=\"https:\/\/i4-you.com\/en\/why-do-you-need-fresh-intranet-when-you-can-also-use-standard-sharepoint\/\" class=\"elementskit-entry-thumb\">\n                                    <img decoding=\"async\" src=\"https:\/\/i4-you.com\/wp-content\/uploads\/2026\/06\/Waarom-heb-je-Fresh-Intranet-nodig-als-je-ook-standaard-SharePoint-kunt-gebruiken-768x499.jpg\" alt=\"Why do you need Fresh Intranet when you can also use standard SharePoint?\">\n                                <\/a><!-- .elementskit-entry-thumb END -->\n                                                            \n                            \n\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div><!-- .elementskit-entry-header END -->\n\n\t\t\t\t\t\t<div class=\"elementskit-post-body \">\n\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<h2 class=\"entry-title\">\n\t\t\t\t\t<a href=\"https:\/\/i4-you.com\/en\/why-do-you-need-fresh-intranet-when-you-can-also-use-standard-sharepoint\/\">\n\t\t\t\t\t\tWhy do you need Fresh Intranet when you can also use standard SharePoint?\t\t\t\t\t<\/a>\n\t\t\t\t<\/h2>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t                                                            <div class=\"btn-wraper\">\n                                    \n                                                                            <a class=\"elementskit-btn whitespace--normal\" id=\"\" href=\"https:\/\/i4-you.com\/en\/why-do-you-need-fresh-intranet-when-you-can-also-use-standard-sharepoint\/\">\n                                        \t                                            Read Fresh blog                                        <\/a>\n                                                                    <\/div>\n                                                    <\/div><!-- .elementskit-post-body END -->\n                    <\/div>\n                \n            <\/div>\n                <\/div>\n       <\/div>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t<div class=\"elementor-column elementor-col-50 elementor-top-column elementor-element elementor-element-6175e911\" data-id=\"6175e911\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-780ce9ea elementor-widget elementor-widget-heading\" data-id=\"780ce9ea\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h1 class=\"elementor-heading-title elementor-size-default\">How smart archiving helps reduce storage costs in Microsoft 365<\/h1>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4910fc0b elementor-widget elementor-widget-text-editor\" data-id=\"4910fc0b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Within many organizations, the amount of data within Microsoft 365 continues to grow every day. New Teams are created, SharePoint environments continue to expand, and employees store more and more documents and information in the cloud. As a result, storage costs continue to rise unnoticed. Especially in organizations that have been operating for years, old data often remains indefinitely without anyone questioning whether that information is still really needed.   <\/p><p>Many organizations do not notice this until storage limits are reached or costs suddenly rise significantly. The question then immediately arises as to what information is still being actively used, what can be safely deleted and how important data can be preserved. Yet smart archiving is about more than just saving storage space. It is also about keeping a grip on information, complying with laws and regulations and ensuring that employees continue to work in a clear and manageable Microsoft 365 environment.   <\/p><p>In this blog, we look at how smart archiving helps reduce storage costs in Microsoft 365 and why governance and compliance play an important role in this process.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-75bf25e6 elementor-widget-divider--view-line elementor-widget elementor-widget-divider\" data-id=\"75bf25e6\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"divider.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-divider\">\n\t\t\t<span class=\"elementor-divider-separator\">\n\t\t\t\t\t\t<\/span>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-54d6ee0b elementor-widget elementor-widget-heading\" data-id=\"54d6ee0b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Why storage costs in Microsoft 365 are accelerating<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-70e543 elementor-widget elementor-widget-text-editor\" data-id=\"70e543\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Many organizations now use Microsoft 365 as a central place for collaboration, documents and communication. That also means that virtually all information is stored in Microsoft 365. Think of documents in SharePoint, files in Teams, mailboxes in Outlook and project information within various collaboration environments.  <\/p><p>The problem is that old information often persists indefinitely. Project sites from years ago remain active, Teams are not cleaned up and documents are saved multiple times in different locations. In addition, data today is growing faster than ever due to large files, automatic synchronization and AI applications such as Microsoft Copilot.  <\/p><p>Especially in larger organizations, this can lead to hefty additional storage costs. But just as importantly, an overloaded Microsoft 365 environment also carries risks. The more data remains, the harder it becomes to keep track of sensitive information, retention periods and access rights.  <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-2479cc8 elementor-widget elementor-widget-heading\" data-id=\"2479cc8\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">More storage does not automatically mean better information management<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5f1dc8c elementor-widget elementor-widget-text-editor\" data-id=\"5f1dc8c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>A common mistake is for organizations to try to solve storage problems by simply purchasing additional storage. While that provides temporary relief, it usually does not solve the underlying problems. When information continues to grow unchecked for years, contamination often occurs within the environment. Employees no longer know which documents are current, old project environments remain accessible, and sensitive information is kept longer than necessary or permitted.   <\/p><p>In addition, excess data also affects search results, adoption and AI. This is because Microsoft Copilot and search functionalities operate based on the information available within Microsoft 365. The larger and less manageable the environment becomes, the greater the chance of irrelevant information, duplicate documents or unwanted access to old data. Smart archiving is therefore not just about saving money, but rather about creating a manageable and secure information environment.   <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-44821cb1 elementor-widget-divider--view-line elementor-widget elementor-widget-divider\" data-id=\"44821cb1\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"divider.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-divider\">\n\t\t\t<span class=\"elementor-divider-separator\">\n\t\t\t\t\t\t<\/span>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-1e35900b elementor-widget elementor-widget-heading\" data-id=\"1e35900b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">What smart archiving within Microsoft 365 actually means<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4110e7e1 elementor-widget elementor-widget-text-editor\" data-id=\"4110e7e1\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Smart archiving means consciously looking at what information is actively being used, what information should be retained, and what data can be deleted or archived. This is not about manually moving documents to an archive folder. Especially within modern Microsoft 365 environments, you want to automate processes as much as possible and align them with governance and compliance policies.  <\/p><p>Examples include automatically archiving completed projects, setting retention periods for documents or automatically deleting temporary files after a certain period of time. This can also include mailboxes, Teams and SharePoint sites. By setting this up smartly, you prevent employees from becoming responsible for complex archiving choices themselves. At the same time, you maintain control over which information remains available and which information safely disappears over time.   <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-172bee8d elementor-widget elementor-widget-heading\" data-id=\"172bee8d\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Retention periods play an important role in this<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4282d445 elementor-widget elementor-widget-text-editor\" data-id=\"4282d445\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Many organizations keep information much longer than necessary. Sometimes out of uncertainty, sometimes because no one knows exactly what rules apply. Yet this brings risks with it. Laws and regulations such as the AVG, on the contrary, require conscious information management. For example, personal data may not be kept longer than necessary. Even within sectors with specific regulations, clear retention periods often apply to contracts, files or financial information.     <\/p><p>A well-designed retention policy helps keep a grip on this. It allows you to determine which information should be retained for how long and what is automatically retained afterwards. This not only prevents unnecessary storage costs, but also reduces risks around compliance and data security.  <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-739d24b5 elementor-widget-divider--view-line elementor-widget elementor-widget-divider\" data-id=\"739d24b5\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"divider.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-divider\">\n\t\t\t<span class=\"elementor-divider-separator\">\n\t\t\t\t\t\t<\/span>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-7ba71045 elementor-widget elementor-widget-heading\" data-id=\"7ba71045\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Governance and compliance make the difference<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-309c9f43 elementor-widget elementor-widget-text-editor\" data-id=\"309c9f43\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Smart archiving only works well when governance and compliance are structurally set up within Microsoft 365. Without clear agreements, information continues to grow scattered across Teams, SharePoint sites and mailboxes. <\/p><p>Governance involves questions such as:<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9752d0e elementor-icon-list--layout-traditional elementor-list-item-link-full_width elementor-widget elementor-widget-icon-list\" data-id=\"9752d0e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"icon-list.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<ul class=\"elementor-icon-list-items\">\n\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item\">\n\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-angle-right\" viewBox=\"0 0 256 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M224.3 273l-136 136c-9.4 9.4-24.6 9.4-33.9 0l-22.6-22.6c-9.4-9.4-9.4-24.6 0-33.9l96.4-96.4-96.4-96.4c-9.4-9.4-9.4-24.6 0-33.9L54.3 103c9.4-9.4 24.6-9.4 33.9 0l136 136c9.5 9.4 9.5 24.6.1 34z\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">Who is allowed to create new Teams or SharePoint sites?<\/span>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item\">\n\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-angle-right\" viewBox=\"0 0 256 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M224.3 273l-136 136c-9.4 9.4-24.6 9.4-33.9 0l-22.6-22.6c-9.4-9.4-9.4-24.6 0-33.9l96.4-96.4-96.4-96.4c-9.4-9.4-9.4-24.6 0-33.9L54.3 103c9.4-9.4 24.6-9.4 33.9 0l136 136c9.5 9.4 9.5 24.6.1 34z\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">How long do project environments remain active?<\/span>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item\">\n\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-angle-right\" viewBox=\"0 0 256 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M224.3 273l-136 136c-9.4 9.4-24.6 9.4-33.9 0l-22.6-22.6c-9.4-9.4-9.4-24.6 0-33.9l96.4-96.4-96.4-96.4c-9.4-9.4-9.4-24.6 0-33.9L54.3 103c9.4-9.4 24.6-9.4 33.9 0l136 136c9.5 9.4 9.5 24.6.1 34z\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">What documents are required to be kept?<\/span>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item\">\n\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-angle-right\" viewBox=\"0 0 256 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M224.3 273l-136 136c-9.4 9.4-24.6 9.4-33.9 0l-22.6-22.6c-9.4-9.4-9.4-24.6 0-33.9l96.4-96.4-96.4-96.4c-9.4-9.4-9.4-24.6 0-33.9L54.3 103c9.4-9.4 24.6-9.4 33.9 0l136 136c9.5 9.4 9.5 24.6.1 34z\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">Who has access to sensitive information?<\/span>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item\">\n\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-angle-right\" viewBox=\"0 0 256 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M224.3 273l-136 136c-9.4 9.4-24.6 9.4-33.9 0l-22.6-22.6c-9.4-9.4-9.4-24.6 0-33.9l96.4-96.4-96.4-96.4c-9.4-9.4-9.4-24.6 0-33.9L54.3 103c9.4-9.4 24.6-9.4 33.9 0l136 136c9.5 9.4 9.5 24.6.1 34z\"><\/path><\/svg>\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text\">When is information automatically archived or deleted?<\/span>\n\t\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t<\/ul>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9d187b7 elementor-widget elementor-widget-text-editor\" data-id=\"9d187b7\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Setting up clear processes and automations for this creates much more control over the entire information lifecycle. This is precisely where the challenge lies for many organizations. Often Microsoft 365 environments have grown organically over the years without a clear structure around retention, archiving and lifecycle management.  <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-6dc92a77 elementor-widget elementor-widget-heading\" data-id=\"6dc92a77\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Don't start removing immediately  <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-35f0c651 elementor-widget elementor-widget-text-editor\" data-id=\"35f0c651\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>When storage costs rise, the urge to clean up old data often arises immediately. Yet it is important to first understand the environment. What information is still being used, what data contains sensitive information and what legal retention periods apply?  <\/p><p>Proper analysis prevents important information from accidentally disappearing or employees from suddenly missing crucial documents. Often, just understanding inactive Teams, old SharePoint sites and duplicate files provides immediate opportunities to manage storage smarter. Then you can work step by step on a retention, archiving and lifecycle management policy that suits the organization.  <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-39eca7d elementor-widget-divider--view-line elementor-widget elementor-widget-divider\" data-id=\"39eca7d\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"divider.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-divider\">\n\t\t\t<span class=\"elementor-divider-separator\">\n\t\t\t\t\t\t<\/span>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8c563b elementor-widget elementor-widget-heading\" data-id=\"8c563b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Getting smarter with Microsoft 365 starts with structure<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-18ef1b01 elementor-widget elementor-widget-text-editor\" data-id=\"18ef1b01\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span data-contrast=\"auto\">Microsoft 365 offers tremendous opportunities for collaboration and information management. But without a clear structure, the environment quickly grows into a collection of loose Teams, documents and outdated information. <\/span><span data-ccp-props=\"{\"201341983\":0,\"335559739\":0,\"335559740\":240}\"> <\/span><\/p><p><span data-contrast=\"auto\">Smart archiving not only helps organizations reduce storage costs, but more importantly helps them get a better grip on information, governance and compliance. Especially with AI and Microsoft Copilot playing an increasing role, good information management is only becoming more important. <\/span><\/p><p><strong>At I4-YOU, we help organizations daily with retention policy, archiving, governance and compliance within Microsoft 365. From analysis and policy to smart automation of retention periods and lifecycle management. Together, we ensure a secure, manageable and future-proof Microsoft 365 environment.  <\/strong><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-7dce76d0 elementor-align-left elementor-widget__width-auto elementor-widget elementor-widget-button\" data-id=\"7dce76d0\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm elementor-animation-grow\" href=\"https:\/\/i4-you.com\/en\/five-uses-of-archiving-retention-and-retention-periods-in-microsoft-365\/\" target=\"_blank\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t<span class=\"elementor-button-icon\">\n\t\t\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-arrow-circle-right\" viewBox=\"0 0 512 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M256 8c137 0 248 111 248 248S393 504 256 504 8 393 8 256 119 8 256 8zm-28.9 143.6l75.5 72.4H120c-13.3 0-24 10.7-24 24v16c0 13.3 10.7 24 24 24h182.6l-75.5 72.4c-9.7 9.3-9.9 24.8-.4 34.3l11 10.9c9.4 9.4 24.6 9.4 33.9 0L404.3 273c9.4-9.4 9.4-24.6 0-33.9L271.6 106.3c-9.4-9.4-24.6-9.4-33.9 0l-11 10.9c-9.5 9.6-9.3 25.1.4 34.4z\"><\/path><\/svg>\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">Learn more<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-422e505 elementor-align-left elementor-widget__width-auto elementor-widget elementor-widget-button\" data-id=\"422e505\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm elementor-animation-grow\" href=\"https:\/\/i4-you.com\/en\/plan-a-demo\/\" target=\"_blank\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t<span class=\"elementor-button-icon\">\n\t\t\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-far-calendar-check\" viewBox=\"0 0 448 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M400 64h-48V12c0-6.627-5.373-12-12-12h-40c-6.627 0-12 5.373-12 12v52H160V12c0-6.627-5.373-12-12-12h-40c-6.627 0-12 5.373-12 12v52H48C21.49 64 0 85.49 0 112v352c0 26.51 21.49 48 48 48h352c26.51 0 48-21.49 48-48V112c0-26.51-21.49-48-48-48zm-6 400H54a6 6 0 0 1-6-6V160h352v298a6 6 0 0 1-6 6zm-52.849-200.65L198.842 404.519c-4.705 4.667-12.303 4.637-16.971-.068l-75.091-75.699c-4.667-4.705-4.637-12.303.068-16.971l22.719-22.536c4.705-4.667 12.303-4.637 16.97.069l44.104 44.461 111.072-110.181c4.705-4.667 12.303-4.637 16.971.068l22.536 22.718c4.667 4.705 4.636 12.303-.069 16.97z\"><\/path><\/svg>\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">Plan a demo<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>Written by: Iris van Trooijen, June 18, 2026 Back to overview Van zoeken naar vinden: hoe zorg je dat medewerkers\u00a0documenten\u00a0sneller\u00a0terugvinden? Read Fresh blog Fresh Intranet release 2 van 2026 Read Fresh blog How smart archiving helps reduce storage costs in Microsoft 365 Within many organizations, the amount of data within Microsoft 365 continues to grow [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":19483,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"elementor_header_footer","format":"standard","meta":{"content-type":"","_improvement_type_select":"improve_an_existing","_thumb_yes_seoaic":false,"_frame_yes_seoaic":false,"seoaic_generate_description":"","seoaic_improve_instructions_prompt":"","seoaic_rollback_content_improvement":"","seoaic_idea_thumbnail_generator":"","thumbnail_generated":false,"thumbnail_generate_prompt":"","seoaic_article_description":"","seoaic_article_subtitles":[],"footnotes":""},"categories":[127],"tags":[129],"class_list":["post-19482","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-information-management","tag-information-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How smart archiving reduces storage costs in 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