Introduction

Preserve365 allows users to send files from Microsoft 365 into their Preservica Archive. When enabled, the preserved version of a file can inherit the same access permissions it had in Microsoft 365 at the time it was preserved.

This ensures you can move records out of Microsoft 365 and into Preservica while maintaining continuity of access, by retaining the same permissions as the original in SharePoint.

Prerequisites

To configure access to preserved records from within Microsoft 365, you must have the Preserve365 Administrator role.

Retain Original SharePoint Access Permissions

Access to preserved files by your Microsoft 365 users is determined by:

• The Preservica Security Tag applied to the preserved files

• The configuration applied to that Security Tag

In this example, we will configure the open Security Tag to inherit the original Microsoft 365 permissions. However, you can use any Security Tag for this purpose.

Step 1: Configure the Security Tag

1. Open Preserve 365 Admin

2. Navigate to Record Search and Access

3. Click the Edit icon for the open Security Tag

4. Check the box Inherit original permissions and click Save

Step 2: Preserve a File with the open Security Tag

1. In SharePoint, where Preserve365 is activated, select a file

2. Click Archive

3. Select the open Security Tag

4. For simplicity for now, choose 'Copy'

5. Click Send to archive

Step 3: Access the Preserved File from Microsoft 365

Microsoft 365 users and groups who had access to the file at the point of preservation will continue to have access to the preserved version in Preservica. This is accessible using your Microsoft 365 login, directly from within Microsoft 365.

1. Select the file you just archived

2. Click View asset

3. If you had access to view the file in SharePoint at the time it was preserved, you will also be able to view the preserved representation in Preservica