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 which Preservica archive a SharePoint site sends data to.

• Deciding where Preserve365 can access files across Microsoft 365.

• Controlling how preserved records can be found and accessed in MS365 by MS365 users.

• Managing overall behaviour and policies within Preserve365.

• Accessing and using the Preserve365 Admin area.

Think of this role as defining the rules of the game, setting up the environment in which preservation takes place.

Preserve365 Actions Manager

The Actions Manager can also access the Admin area, but cannot change system configuration.
Instead, this role is focused on carrying out preservation actions at scale.

Typical responsibilities include:

• Running bulk preservation requests (e.g. preserving entire SharePoint sites).

• Performing site archiving operations.

• Managing large-scale preservation tasks on behalf of administrators, records managers, or compliance teams.

Preserve365 Move

The Move role is required to move records into the preservation library.

Any user that needs to move content to the archive must have this role.

Preserve365 Copy

The Copy role is required to copy records into the preservation library.

Any user that needs to copy content to the archive must have this role.

Putting it together

• Administrator → Configures and manages how preservation works.

• Actions Manager → Runs preservation actions at scale.

• Move → Enables moving content to the archive.

• Copy → Enables copying content to the archive.

This model gives organisations the flexibility to align Preserve365 with their internal governance approach — whether that’s strict separation of duties, or simple role assignment to a few trusted individuals.

Holding Multiple Roles

A single user can be assigned one or more Preserve365 roles.
It is up to your organisation to decide how these roles are granted or separated, depending on your specific security requirements.

For example, some organisations give the same person both Administrator and Actions Manager roles, while others keep them separate for additional oversight.