Jun 13, 2018 - 12:44 AM
We had the same challenges here - and it wasn't clear to us either.
The above are two useful articles. The account goes inactive once a leaver leaves, so all licenses are removed. The mail is still stored though. If there is a legal challenge, then an EXO2 license can be used to review the emails as part of the legal hold piece.
Quite frankly, it is a massive grey area as we're not sure either. Haven't had to do so in anger yet, but it is something that needs clarification.
Jun 14, 2018 - 04:00 AM
If a user leaves my company, and I need to retain a copy of the data in their mailbox and In-Place Archive, what are my options?
You can retain the data in that user’s mailbox by placing the user on In-Place Hold and marking the mailbox as inactive. It isn’t necessary to maintain a user subscription license for the inactive mailbox.
That is from - https://products.office.com/en-us/exc...
This page - https://support.office.com/en-us/arti... - goes into more detail on how it is done.
As to the minimum length of time one must retain a license, I'm not sure this is expressly mentioned in documentation. I suspect the 3 months is based on the "90 day" rule around re-assignment?
Does your agreement allow you to cancel subscriptions "ad-hoc" or, once they're provisioned, do you need to wait until your anniversary to reduce numbers?