As storage costs continue to climb and organisations edge closer to their Microsoft storage limits, overage fees are looming larger than ever. On top of this, recent Microsoft changes around unlicensed OneDrive accounts mean there’s new urgency to review your OneDrive storage practices. Failure to take action could lead to significant administrative headaches and potentially considerable costs.
Let’s take a look at what’s going on.
What’s changing?
Many organisations have unlicensed OneDrive accounts within their environment. These unmanaged accounts often arise when users leave or licenses are moved but their OneDrive data remains active. Such accounts not only create confusion and file duplication but pose significant security and compliance risks.
Starting in January 2025, Microsoft will begin automatically archiving any OneDrive accounts that have been unlicensed for longer than 93 days. While archiving preserves the data for future access, it doesn’t come free: both storage and reactivation will incur Microsoft 365 Archive fees.
The impact of leaving unlicensed accounts unaddressed
Tempted to leave addressing unlicensed accounts on the backburner? Here’s what happens if you don’t act now:
- Automatic archiving and increased storage costs: When Microsoft archives unlicensed OneDrive accounts, the data becomes inaccessible until the account is reactivated. Both storage and reactivation incur fees.
- Compliance and security risks: Unlicensed accounts fall outside of normal governance policies, making them more vulnerable to unauthorised access or loss.
- Data duplication and confusion: With multiple versions and duplicate data, unlicensed accounts clutter your storage, making it harder for users to find the right information and further straining storage costs.
Steps to take for a smarter storage strategy
The clock is ticking for organisations to streamline their OneDrive storage, and the solution isn’t simply archiving or deleting data. Developing a comprehensive storage optimisation strategy can unlock significant savings and ensure long-term compliance. Here are some key points to consider:
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- Holistic configuration across OneDrive, Teams, and SharePoint: Review how these tools are configured, particularly around version control and data ownership. Efficient setups prevent unnecessary data accumulation and improve overall accessibility.
- Retention and disposition policies: Clear and enforced retention policies are essential. Implement solutions like Microsoft Purview to help define and apply these policies automatically, ensuring compliance and timely disposal of irrelevant data.
- Backup and archiving: Don’t just delete data; review which information could be archived to reduce storage costs while preserving valuable historical records. Azure’s various storage tiers offer ways to store low-priority data more cost-effectively. (Learn more.)
More reasons to act now
Addressing unlicensed accounts isn’t just about avoiding negative repercussions. There are also some pretty compelling benefits to proactively managing OneDrive storage. These include:
- Cost savings: Optimising storage reduces both direct fees and hidden costs, such as the time users spend navigating duplicate or outdated files.
- Improved compliance: With clear governance in place, data management becomes simpler, reducing the risk of non-compliance and associated fines.
- Increased usability: Reducing clutter in your storage environment makes it easier for employees to find and work with the information they need.
Watch our storage strategies webinar!
Cloud Essentials hosted a free webinar in November ’24 to discuss storage strategies in detail, providing insights on how to avoid rising Microsoft storage fees. Watch the recording for practical tips about building a sustainable storage management strategy.
