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Data retention policy mapping template

Retention and hold policies mapped from source to target. Free download in Excel.

CM-TPL-DES-05Design phaseExcelFree
Download Excel (.xlsx)
Free download

Download the data retention mapping template

Maps every retention policy, label and legal hold in the source environment to its equivalent in the target, so obligations continue unbroken when the data moves.

Download Excel (.xlsx)

Free to use and adapt. Document ID CM-TPL-DES-05, version 1.0, November 2026.

What's inside

What the template includes

Sheet: Policies

17 columns, with dropdowns and 6 example rows:

IDSource platformSource policy nameContent scopeSource retentionAction at endDriver (legislation / rule)Target mechanismTarget policy nameTarget locationsTarget retentionLicence neededGap or differenceApproved byCreated in targetBefore data landsVerified

Sheet: Holds

14 columns, with dropdowns and 3 example rows:

Hold IDMatter / case nameSource hold typeCustodians (UPN)LocationsQuery / date rangeLegal contactTarget hold typeTarget case nameApplied in targetApplied dateCustodian waveSource hold releasedNotes
How to use it

How to use this template

  1. Inventory every source policy (Google Vault rules, Exchange MRM or retention policies, litigation holds, file server archive rules) on the Policies sheet.
  2. Confirm each obligation with Legal, Records or Compliance and cite the legislation or business rule that drives it.
  3. Design the target mechanism and create the target policy before any data is migrated, so data is protected from the moment it lands.
  4. Record every active legal or eDiscovery hold and its custodians on the Holds sheet; holds must be in place in the target before the custodian migrates.
  5. Use the Gap column to flag anything the target cannot do the same way, and get it accepted in writing.
Built to a standard

Ready to share with your steering committee

  • Branded cover or instructions page with document ID and version
  • QR code linking to the latest version, and a Code128 barcode for your document register
  • Document control, approval block and a clear disclaimer
  • Example rows written for real migration projects, which you replace with your own
Use it with

Guides that use this template

How to move from MYOB to XeroHow to import PST files to Microsoft 365How to move from QuickBooks to XeroHow to migrate between Salesforce and HubSpotHow to migrate from Zoom to Microsoft Teams
FAQ

Questions about this template

Is the data retention mapping template free?

Yes. Download it in Excel and adapt it for your organisation. No sign-up is needed.

Can I use it in Google Sheets or Google Docs?

Yes. Upload the file to Google Drive and open it with Google Sheets or Docs. Dropdowns and most formulas carry across; check conditional formatting after converting.

Can I remove the Cloud-Migrations branding?

Yes. Replace the logo and footer with your own. Keep the disclaimer in mind: the template is general guidance and needs adapting to your project.

How do I know I have the latest version?

Scan the QR code on the cover or instructions sheet. It opens this page, which always links to the current version.