Preserve365

Transform how you preserve your long-term records in Microsoft 365

Preserve365® seamlessly embeds Active Digital Preservation™ archiving in Microsoft 365 to ensure your long-term records are protected & always available in the latest readable file formats. Over decades. It can also replace legacy systems agencies can’t otherwise retire.

“We needed a modern and efficient platform that would ensure the integrity, accessibility and discoverability of critical Bank records permanently and to allow us to process the increasing amount of digital records in as automated a way as possible.” read full case study

Senior Archivist at the Bank of England

Simplify archiving and Digital Preservation in Microsoft 365

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Securely archive records in just a few clicks

Quickly archive files, folders, lists and libraries in just a few clicks in SharePoint

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Automate records governance at scale

Use Microsoft retention labels to simplify and automate archiving & digital preservation at scale

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Easily find and view archived records

Use SharePoint search to quickly find archived records for FOI, compliance, brand & knowledge reuse

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Ensure records are always readable

Automatically maintain records in the latest readable formats over decades with Active Digital Preservation™

Securely transfer records to the archive in just a few clicks

Eliminate time-consuming exports & uploads of records. Ensure records integrity and security by moving files, folders, lists and libraries directly to the archive in just a few clicks in SharePoint. Streamline further using your existing Microsoft retention labels to automate disposition actions.

Automate governance across the full records lifecycle

Use your existing Microsoft 365 permissions and retention labels to automate disposition actions across the full records lifecycle – at scale. Copy or move long-term temporary and permanent archival records to the archive to ensure they are always available in the very latest actionable formats.

Empower users to quickly self-serve the records they need

Using SharePoint search users can quickly find the archived records they have permissions for to meet compliance, FOI, legal and operational challenges. Active Digital Preservation ensures records are always instantly readable and actionable without needing the original application.

Automatically ensure your records can always be read and trusted

Active Digital Preservation continuously protects your long-term records from file format obsolescence. Automatically bring legacy records back to life and keep records in always readable formats – all in alignment with your selected policy. Prove the authenticity of your records with checksums, audit trails and full context metadata for every file.

Optimise repository costs and reduce clutter

Easily move inactive files, folders, lists and libraries to the archive in just a few clicks in SharePoint. Consolidate records from legacy system migrations into the archive and make them available to business and information governance users through SharePoint in the very latest readable formats.

Consolidate legacy records: cut cost and risk

Retiring a system doesn’t end the obligation to retain its records. Preservica consolidates records from any source – case management systems, SharePoint, file shares, legacy archives, email – into one archive at a single, predictable cost, so legacy contracts can end.

Stop paying active-storage rates for records held only for compliance
Retention schedules and access controls carry over automatically
Storage cost drops as more systems consolidate into the archive

Proven at government scale: UK DHSC, State of Vermont, Transport for London, Boston City Archives, Massachusetts Archives, Texas State Library and Archives Commission.

AI readiness

Ungoverned long-term data blocks AI adoption and creates FOI and legal risk. Preserve365 keeps archived records readable, trustworthy and access-controlled, so they can support Copilot and other AI tools without exposing sensitive material.

Control which records AI tools such as Copilot can and can’t access
Metadata, provenance and audit trails are preserved, so AI outputs can be trusted
Sensitive records can be excluded from AI access via retention and privacy controls

Sources: https://preservica.com/preserve365-for-it#unlock-value-for-ai-copilot

Ensure the security and integrity of your data over the long-term

Preservica’s trusted Active Digital Preservation platform is purpose designed for the unique requirements of ensuring the long-term security, availability, integrity and privacy of your data. It is ISO 27001 certified, with encryption in transit and at rest and uses Microsoft 365 permissions to secure access.

CASE STUDY – BANK OF ENGLAND

Meeting modern information needs for archival records

The Bank of England needed a secure, scalable way to preserve and manage large volumes of permanent digital records, ensuring long-term accessibility despite risks from file format obsolescence, legacy systems, and strict archival requirements.

A digital preservation approach using Preservica enables automated preservation, migration, and ongoing access to records across 80+ file formats, helping safeguard archival integrity and ensure long-term usability of critical records.

Read the full case study here:
Preservica case story – Bank of England

“We needed a modern and efficient platform that would ensure the integrity, accessibility and discoverability of critical Bank records permanently and to allow us to process the increasing amount of digital records in as automated a way as possible.”

Senior Archivist at the Bank of England