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Starter Editions

Starter Editions

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How to convey the value of digital preservation

How to convey the value of digital preservation

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'How we do it' Educational Series

'How we do it' Educational Series

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sambutlerCommunity Manager

Preserve365 Q3 Release update - September 2025

Hi everyone,It’s been some time since we posted release notes to the Community Hub but you will find them in this channel for each release going forward.In the meantime I’m excited to share what we’ve been working on throughout a busy Q3, including a key release for a new connector coming to Preserve365!Release: 25.9.2Bulk Preservation for SharePoint Sites New Role Requirement: Actions Manager Preserve365 for Outlook - Private preview Sensitivity Label to Security Tag Mapping Released into Production Improved handling of folder changes between SharePoint and PreservicaBulk Preservation for SharePoint SitesPreserve365 now enables you to preserve all the records and list items of SharePoint sites easily and in bulk. This is especially useful if you have multiple sites that are no longer in use and you want to move them quickly into your Archive.Rollout note: Bulk Preservation is currently being rolled out across customer tenancies. If you don’t see it yet, you can expect it to appear in

felicia.disalvoNew Participant

Starter Editions

Change Account Email

Hello, I am wondering how I can change my account’s email address. The one I originally used will no longer be valid at the end of this year as it is my student university email. I put a lot of work into my account and would like to change the email so that I can continue to access my files.Thank you.

Rosie ClarkeCommunity Manager

Preserve365 Bulk Preservation Actions

This document is useful for the following roles - Records Manager / Archivist & Preserve365 Archive Manager. Introduction Preserve365 enables you to preserve the entire contents of SharePoint sites quickly and in bulk. This is especially useful when you need to archive multiple sites that are no longer in use and move them efficiently into your preservation library. Prerequisites To perform bulk preservation actions, your Microsoft 365 account must have the appropriate Preserve365 role assignments: Actions Manager role — required to make bulk preservation requests. Learn more about Preserve365 roles here. Copy or Move role — required to perform Copy or Move requests. You must have either the Preserve365 Copy role, the Preserve365 Move role, or both. Bulk Preservation Actions Open Preserve 365 Admin Navigate to the Bulk Actions Console. Search for the site you want to preserve. Select Preserve for the chosen site. Choose a Security Tag, select whether to Copy or Move,

Rosie ClarkeCommunity Manager

Preserve365 Roles explained

This document is useful for the following roles - Records Manager / Archivist. Preserve365 uses role-based access to make sure the right people can do the right jobs, while keeping control and security in line with your Microsoft Entra setup.A key principle is separation of concerns: Administrators configure Preserve365: they define how the system behaves. Actions Managers execute preservation actions: they carry out operations at scale. Many organisations choose this split for additional security and oversight.This document explains what each role is for, and how organisations typically use them.To set up roles in Microsoft 365, follow this guide: Setting Up Role-Based Access Control for Preserve365 Preserve365 Administrator The Administrator controls how Preserve365 behaves.Typical responsibilities include: Configuring system settings and feature availability. Configuring which Microsoft 365 data will be directed to which Preservica preservation library. For example: Choosing w

Rosie ClarkeCommunity Manager

Onboarding & Set-Up

Setting Up Role-Based Access Control for Preserve365

This documentation is useful for the following roles - Microsoft 365 Global Admin & Microsoft 365 Privileged Role Administrators. Valid from v.25.8.1 Preserve365 relies on Microsoft Entra ID (formerly Azure AD) to manage who can do what inside the application. By assigning application roles through Security Groups, you keep control within your existing Microsoft 365 identity model. There are no parallel accounts or ad-hoc permissions to manage.This setup ensures: Users authenticate with their normal Microsoft 365 account. Permissions are centrally managed through Entra, consistent with your wider security model. Access is scalable and auditable, aligned with enterprise best practice. Prerequisites To assign Preserve365 roles using Security Groups, you’ll need rights to create and manage role-assignable security groups in Microsoft Entra. At minimum, this requires the Privileged Role Administrator role. A Global Administrator (or equivalent) will also have sufficient permissi

Rosie ClarkeCommunity Manager

Preserve365 for Outlook - Private Preview

This document is useful for the following roles - Records Manager / Archivist & Preserve365 Archive Manager Introduction Preserve365 will now enable you to preserve the contents of Outlook mailboxes.With Preserve365 for Outlook, you can: Identify the specific emails you need to preserve. Preserve them from a centralised location in Preserve365 Admin. Ensure they are securely stored in your Preservation Library for long-term access and compliance. Note: This feature is currently in Private Preview. Functionality may be limited, and feedback from participants will directly shape the final release. Pre-requisites To preserve emails from Outlook: Your Microsoft 365 user must have the Preserve365 Copy role. Your Microsoft 365 user must have the Preserve365 Actions Manager role Access to Preserve365 Admin. Preserve emails from Outlook Step 1. Enable Preserve365 for Outlook Open Preserve365 Admin Navigate to Outlook – Preview → Settings Enable the Outlook Preview integrat

jdamico68New Participant

Starter Editions

how to empty recycle bin

Hello, I am using Preservica Starter and deleted a series of items and would like to empty the recycle bin sooner than 90 days. Is there a way to do this? Thanks!Jim

emryanNew Participant

Starter Editions

Why has the public/private view option disappeared from the "Actions" drop-down?

The public/private view option in the “Action” dropdown in StarterPlus has disappeared. Why? I need to go public with some images and cannot do so at the moment. Please fix this. Thank you!

Archivist78New Participant

Starter Editions

Cannot Upload Folder

I am having an unusual issue: I am not able to upload a folder.I can select upload folder, choose a folder, and confirm that I want to upload a folder. But once I go through all of that nothing happens.This started about a month ago, but I thought it was just a one-time issue. I have spent more of today adding one file at a time, which is not as productive.Any ideas?Thanks.

ltaylorNew Participant

Starter Editions

bulk upload of metadata for existing files

We have already ingested thousands of image files and now we have metadata to go along with them. Is there a way to upload a metadata .csv file for existing files? I see how to upload a new folder of files with metadata, but the files are already in Preservica. Is this possible? (Without re-ingesting all of the files already present?)

felicia.disalvoNew Participant

Starter Editions

Change Account Email

Hello, I am wondering how I can change my account’s email address. The one I originally used will no longer be valid at the end of this year as it is my student university email. I put a lot of work into my account and would like to change the email so that I can continue to access my files.Thank you.

jdamico68New Participant

Starter Editions

how to empty recycle bin

Hello, I am using Preservica Starter and deleted a series of items and would like to empty the recycle bin sooner than 90 days. Is there a way to do this? Thanks!Jim

emryanNew Participant

Starter Editions

Why has the public/private view option disappeared from the "Actions" drop-down?

The public/private view option in the “Action” dropdown in StarterPlus has disappeared. Why? I need to go public with some images and cannot do so at the moment. Please fix this. Thank you!

Archivist78New Participant

Starter Editions

Cannot Upload Folder

I am having an unusual issue: I am not able to upload a folder.I can select upload folder, choose a folder, and confirm that I want to upload a folder. But once I go through all of that nothing happens.This started about a month ago, but I thought it was just a one-time issue. I have spent more of today adding one file at a time, which is not as productive.Any ideas?Thanks.

ltaylorNew Participant

Starter Editions

bulk upload of metadata for existing files

We have already ingested thousands of image files and now we have metadata to go along with them. Is there a way to upload a metadata .csv file for existing files? I see how to upload a new folder of files with metadata, but the files are already in Preservica. Is this possible? (Without re-ingesting all of the files already present?)

mbrucknerNew Participant

Starter Editions

Descriptions Auto-Deleting

Has anyone had the experience of their asset descriptions being somehow automatically deleted in Starter Plus? The first few times it happened, I assumed that I must have accidentally deleted them myself, but I’m now fairly sure that it’s not user error. At least, I’ve been very careful to save my descriptions, but I still come back sometimes to find them gone. It’s always more than one, too, as if the program is wiping my recent batch back to a certain point. Any ideas why this might be happening? Or if there’s another mistake I might be making that is not failing to click the checkmark carefully?

Sister M AncillaNew Participant

Starter Editions

Control access with a password protected public portal in Starter Plus

Does anyone know how to set up the “Control access with a password protected public portal” that is supposed to be available to me as a user of Starter Plus?Any help would be greatly appreciated!Sister M. AncillaFSGM Archives

hausfesNew Participant

Starter Editions

ProficioID Identifier Template

For users of Proficio and Preservica Starter. Has anyone created a template to add the ProficioID identifier to the correct asset field in Preservica? The Proficio record number needs to be added as the Preservica identifier (not in DC, but in the main metadata section of the asset. I don’t know how to create a template to get the Proficio record number into the correct identifier field.

dglynnParticipating Frequently

Starter Editions

Change Thumbnail not working

For the past several days, I have attempted to change thumbnails for assets and folders but there is always an error message. The photos I am trying to use are under 10MB and are jpgs. Is anyone else experiencing this issue?

nccarchivesNew Participant

Starter Editions

Error Message when ingesting files with bulk upload

I received the following error message “There was a problem with your ingest package. Browser upload failed, please try again.” A screenshot is attached.I’m using the new template for bulk upload (DC.csv). I’ve tried uploading the files four different times. In between, I logged off and back on. There are only about 65 .PDFs with a size of 27.1MB. I’m using a Chrome browser. I’m uploading into a pre-existing folder on Preservica. I’ve completed bulk uploads with the new template in the past with only a minor hiccup. With this new template, typically I’d receive an error message about not recognizing the folder with no option but to cancel the upload. So I would restart the upload. The second time it would upload the files. I clicked through when it said there was an issue with the metadata and folder. In the end it worked on the second attempt every time.But I’m not sure what’s happening this time around? Any ideas for what I should try next?Thanks!

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