Policy and retention schedule
Give each category an owner, period, starting event and justification. Tailor the schedule to your business.
Data Retention WorkspaceKeep what matters.
Keep what matters.
Know what can go.
Turn your retention policy into practical, accountable action. Identify ageing information, involve the people who know it and keep a clear record of each decision.
Organisation licences from £149/month, plus £495 onboarding. Prices exclude VAT.
POLICY → PEOPLE → RECORDED OUTCOMESA clear next step
A clear next step
for the information you hold.
01
Discover
Find ageing information in approved sources.
02
Review
Check the schedule, business purpose and obligations.
03
Decide
Retain with a reason or authorise eligible disposal.
04
Evidence
Keep ownership, decisions and outcomes together.
Know where to focus
Prioritise candidate records and incomplete coverage.
Involve accountable owners
Bring context and responsibility into the review.
Make decisions traceable
Record reasons, exceptions and supported outcomes.
Move from a policy document
to work your team can manage.
A retention schedule is a starting point. The workspace helps your organisation apply it through scoped reviews, clear ownership and evidence of what happened next.
Enterprise oversight
See age candidates and incomplete coverage. Request owner reviews without exposing individual content in the aggregate view.
AI-supported assessment
Use scoped assessments to help review records against the schedule. People remain responsible for the retention decision.
Folder and batch review
Browse saved scan results, build an eligible selection and manage exceptions. Batch actions follow the supported source workflow.
Holds and justified retention
Check preservation requirements before disposal. Record continuing purpose, reasons and the next review.
Controlled disposal and evidence
Supported owner-authorised email moves and OneDrive recycling retain a record of outcomes. Recovery follows the source system.
One connected workflow01 02 03 04
Define. Discover. Review. Record.
Define the rules
Record categories, accountable owners, retention periods, starting events and the purpose for keeping information.
Find what needs attention
Use age inventories and scoped reviews to identify candidate records. An age threshold starts a review; it does not authorise deletion.
Ask the right owner
Review context and applicable obligations. Retain justified exceptions with a reason and review date, or flag eligible records for authorised disposal.
Record what happened
Keep review decisions and supported disposal outcomes together. Follow up exceptions, incomplete sources and the next review.
Age is a prompt to review.
It is not permission to delete. Check the correct category, starting event, continuing purpose and any preservation hold before approving disposal. AI supports the assessment; your organisation remains responsible for the decision.
Oversight and personal reviewThe right detail.
The right detail.
For the right responsibility.
Give administrators and DPOs a view of aggregate age counts, coverage and owner follow-up. Let authorised owners review the content within their own approved scope.
Separate enterprise oversight from personal content review, so your team can coordinate the programme without making every record visible to everyone.
Data protection complianceARTICLE 5(1)(b) ARTICLE 5(1)(c) ARTICLE 5(1)(e) ARTICLE 5(2)
Put Article 5 into practice.
The workspace supports key principles under Article 5 of the UK GDPR and EU GDPR by helping your team apply and evidence retention decisions.
Purpose limitation
Record the reason for keeping each category of information. Ask owners to justify continued retention against the purpose and applicable obligations.
Data minimisation
Identify information that may no longer be needed. Support owner review and authorised disposal of unnecessary records within the agreed scope.
Storage limitation
Use defined periods and starting events, identify ageing records and schedule reviews of justified exceptions. Check preservation requirements before disposal.
Accountability
Keep the schedule, accountable owners, review reasons and supported disposal outcomes together to help demonstrate how retention decisions are made.
Your organisation approves its retention rules and remains responsible for compliance. Retention periods depend on the record, purpose and applicable duties; age alone does not authorise deletion.
Further reading: UK GDPR Article 5 · EU GDPR · ICO storage limitation guidance
Clear organisation licensingCoverage that fits your team.
Coverage that fits your team.
Pricing you can plan around.
Choose a licence by the number of covered Microsoft 365 accounts, with an annual allowance for AI assessments. Administrator and DPO oversight access are included.
Essentials
£149 / month- Up to 25 covered accounts
- 60,000 AI assessments per year
- Core retention review workflow
Or £1,609.20/year
Save 10% with annual payment.
Professional
£349 / month- Up to 100 covered accounts
- 240,000 AI assessments per year
- Core retention review workflow
Or £3,769.20/year
Save 10% with annual payment.
Business
£699 / month- Up to 250 covered accounts
- 600,000 AI assessments per year
- Core retention review workflow
Or £7,549.20/year
Save 10% with annual payment.
£495 one-off onboarding
Connection, configuration and administrator training. Retention policy consultancy and large historical clean-up projects are quoted separately.
Enterprise and additional scope
Over 250 covered accounts, additional tenants, other platforms or a larger assessment allowance? Tell us what you need for a tailored proposal.
Request an Enterprise proposal ↗Prices exclude VAT. One organisation and one Microsoft 365 tenant per subscription. A covered account is a selected mailbox/OneDrive identity; shared mailboxes count where included. Approved SharePoint assessments use the same AI allowance. An assessment is one successfully completed assessment of an email or document version; failed attempts and viewing existing findings do not consume another assessment. Additional assessment packs and initial clean-up work are agreed separately.
A practical starting point.
Does the workspace automatically delete old information?
No. Age inventories identify review candidates. Owners review applicable rules, purpose and holds before authorising supported disposal. AI recommendations do not replace that decision.
Can we retain information for a justified reason?
Yes. Record the continuing purpose, justification and next review date. Check preservation requirements and maintain applicable holds before disposal.
What does a covered account mean?
A selected Microsoft 365 mailbox/OneDrive identity within the agreed scope. Shared mailboxes count where included. Administrator and DPO oversight access are included in the organisation licence.
What if our historical backlog exceeds the AI allowance?
DPS can agree an initial clean-up package or additional assessment allowance before processing. Policy consultancy and hands-on clean-up services are quoted separately.
Does the software make us compliant?
The workspace supports an accountable retention programme. Your organisation must approve its schedule, establish applicable duties and implement suitable controls. No universal retention period or compliance outcome is guaranteed.
See it in practiceA clearer way to manage
Arrange a demonstration ↗A clearer way to manage
the information you keep.
Talk through your sources, review workload and licensing needs with DPS.