-1. As an [administrator](sharepoint-admin-role.md), sign in to the [SharePoint admin center](https://go.microsoft.com/fwlink/?linkid=2185219) for your organization.

-2. In the left pane, select **Reports** and then select **Data access governance**.

-> Each report can be run only once in 24 hours.

-You can also download the reporting as a .csv file for up to 10,000 sites.

-> Currently, SharePoint admins can generate the report via PowerShell only. The 1st report for the tenant will take up to 5 days. Subsequent reports will be completed in few hours.

-## Auto-run Data access governance reports

-As a SharePoint admin, with this 'Auto-run' feature, you can now schedule Data access governance reports to automatically run periodically instead having to remember to manually run every time. Several salient points are mentioned as follows:

-1. Auto-run is currently available only from UI. Hence this supports reports present in the DAG landing page only.

-1. Auto-run runs ALL available reports in a module at the same time. For example: You can schedule to run ALL sharing link reports at once. You can't schedule a single report with a different frequency. Similar is the case with all Everyone except external user reports and all sensitivity label reports.

-1. You can still go ahead and manually run a report anytime. But the limitations with respect to time between multiple runs is still valid. For example: You can run any sharing link report only once a day. If Auto-run triggers the report at least once, you can't run it again manually within the 24 hour time period and vice-versa.

-1. Reports are run every 28 days from the day of enablement. There's no configuration yet.

-1. Reports are automatically run for the period of six months from the day of enablement. If you want the reports to continue running automatically, you need to re-enable after six months.

-1. Once a report is run automatically, all SharePoint admins are notified via an email with the final status.

-> Through June 2025, you can try out document translation and other selected Microsoft Syntex services at no cost if you have [pay-as-you-go billing](/microsoft-365/syntex/syntex-azure-billing) set up. For details on how to get started and the limitations, see [Try out Microsoft Syntex and explore its services](/microsoft-365/syntex/promo-syntex).

-OneDrive, powered by Microsoft Syntex, allows you to translate documents while preserving the original format and structure. With this feature, you can create a translated copy of a single file or a set of files. The translation feature is available for all supported languages and dialects.

-Translation in Syntex is available for all supported languages and dialects.

-|Size of document that can be downloaded by the crawl components |150 MB|Boundary |Search downloads metadata of the document only for files >150 MB. The content of the document isn't downloaded. |

-# Initiate site access reviews for data access governance reports

- :::image type="content" source="./media/data-access-governance/email-eeeu-files-folders-lists.png" alt-text="Screenshot that shows Email received by site owners for oversharing via EEEU" lightbox="./media/data-access-governance/email-eeeu-files-folders-lists.png":::

- - View which groups contain 'Everyone except external users'

- - See when and by whom the group was added

- - See items shared with 'Everyone except external users' in the last 28 days

- - View sharing details (who shared and when)

-The SharePoint admin views the unique number of permissioned users for this site in the DAG report and that number is also visible to site owner in the site access review email. This list shows how those users are distributed across the site content in terms of permissions and scopes.

-All items created in the site, by default, inherit permissions of the site and thus the 'site' acts like a parent. However, if the inherited permissions are broken due to sharing of an item by creating links, providing direct access to individuals or groups, removing users/groups etc., a unique scope is created for that item. Now this item acts as a new 'parent' and its children inherit its permissions. The site access review page is a list of such uniquely permissioned 'parents' with the appropriate scope and name. It's NOT the list of ALL items/files/folders in the site. The item with the highest number of permissioned users is shown first. Up to 100 items are shown in descending order so that site owner can focus on items with highest 'exposure' first.

-Comments are shared back to the IT administrator who raised the review request. The review request is then marked as completed.

- - The link in the review email

-> Beginning January 27, 2025, any OneDrive user account that has been unlicensed for longer than 93 days becomes inaccessible to admins and end users. The unlicensed account is automatically archived, viewable via admin tools, but remains inaccessible until administrators take action on them. These changes do not apply to EDU, GCC, or DoD customers.

-| Retention period | Unlicensed accounts with a [set retention period](set-retention.md) during the process of license removal or user account deletion. The retention period is honored, and the content will remain in an archived state until the period expires.|

-| Retention policy | Unlicensed accounts subject to a [retention policy](/purview/retention) set up in Microsoft Purview. The retention policy is honored, and the content will remain in an archived state until the policy expires.|

-| Active user with no license | Unlicensed accounts where the user's license was removed, but the account wasn't deleted as part of the [user deletion process](/microsoft-365/admin/add-users/delete-a-user) Starting in January 2025, unlicensed OneDrive accounts in this category will be moved to the recycle bin for 93 days before being permanently deleted. |

-| Duplicate account | Unlicensed accounts created when an employee transfers to a different country, region, or firm within the organization. If these duplicate accounts are unnecessary, it's recommended to use the downloadable CSV from the SharePoint admin center to identify and delete them. If no action is taken, the accounts are automatically archived starting in January 2025 and will incur archive charges.|

-**After the unlicensed OneDrive account archival** - The account must be reactivated from the archived state before a license can be assigned. If the archived account has an associated user, the IT admin can give the user a valid license and the account will automatically get reactivated within 24 hours. If the archived account doesn't have an associated user (for example, if the identity was deleted), then we recommend admins move any actively needed content to a SharePoint site or an active and licensed OneDrive account.

-**After the unlicensed OneDrive account archival** - An account can be deleted from the archived state without reactivation. However, if the account is subject to a retention policy, the unlicensed account can't be deleted, and the administrator will receive an error message.

-3. [Enable Microsoft 365 Archive](/microsoft-365/syntex/syntex-azure-billing) Unlicensed Account billing (billing is available starting April 2025).

-After the setup is completed and reactivation is triggered, it may take up to 24 hours for the account to become accessible. Once reactivated, the account remains active for 30 days before being automatically archived again.

-Once a payment method is provided, billing follows the routine cycle for archived content. If the billing is put down to reactivate one particular unlicensed account, the reactivation fee is applied for $0.60/GB for that account, and from that month onward, the storing fee of $0.05/GB/Month will also be applied for all unlicensed accounts within the organization that's longer than 90 days.

-Microsoft Purview eDiscovery and Content Search are still discoverable in archived content. Exporting the content that's supporting the search results won't require manual reactivation of the archived account, and it takes up to 24 hours to complete.

-When a change is made to retention policies, it's applied to archived accounts. For example, if the company reduces the retention policy from five years to three years, this update syncs with all archived accounts, for any accounts that have fulfilled the updated retention period, those accounts are moved to recycle bin, and the recycle bin process will begin.

-**Answer:** Microsoft Purview eDiscovery and Content Search are still discoverable in archived content. Exporting the content that's supporting the search results won't require manual reactivation of the archived account, and it takes up to 24 hours to complete.

-As an example, if the billing is put down to reactivate one particular unlicensed account, the reactivation fee is applied for $0.60/GB for that account, and from that month onward, the storing fee of $0.05/GB/Month will also be applied for all unlicensed accounts within the organization that's longer than 90 days.

-**Answer:** If the archived account has an associated user, the IT admin can give the user a valid license and the account will automatically get reactivated within 24 hours. If the archived account doesn't have an associated user (for example, if the identity was deleted), then we recommend admins move any actively needed content to a SharePoint site or an active and licensed OneDrive account.

-**Answer:** Yes. As an example, if the company retention policy is shortened from five years to three years, this change is synced with all archived accounts, and the recycle bin process will start for accounts that have completed the retention policy.