Enterprise Archiving Solution for Inactive Users
Stop paying full SaaS licensing for departed employees. Archive them at 67% less.
ISO, GDPR, SOC2 compliant
enterprise-grade security
Trust the Data Protection Experts
Archiving users with Spin.AI gives you the unmatched protection you need to meet compliance requirements for data retention, preserve institutional knowledge, and make room for more active users when employees transition.
Trusted by 1,500+ organizations worldwide
Archive Inactive User Data Securely
Our archive solution allows you to store all user data for employee accounts when they separate from your organization. This helps you meet data retention requirements, ensure former users’ data is available for restoring or exporting, as well as in the event you need to perform an internal investigation with SpinOne’s built-in eDiscovery solution.
SaaS Platforms Covered:
- Google Workspace
- Microsoft 365
What’s Included:
- Gmail / Exchange Online
- Contacts
- Chats
- Calendar
- Google Drive / OneDrive
- Shared Drive / Sharepoint
Google Workspace
Microsoft 365
Meet Compliance Requirements
Meet compliance for how long user data must be stored.
HIPAA
6 years (policies, procedures, PHI-related records)
TYPE
Minimum retention
CAPABILITY
Granular retention
Avoid healthcare compliance violations
SEC Rule 17a-4
3–6 years + WORM storage
TYPE
Immutable retention
CAPABILITY
Immutable (tamper-proof) archiving
Pass SEC audits, prevent record tampering
FINRA Rules 4511 and 3110
3–6 years
TYPE
Books & records retention
CAPABILITY
Policy-based retention for communications
Meet broker-dealer obligations
Sarbanes-Oxley Act (SOX §802)
7 years
TYPE
Audit evidence retention
CAPABILITY
Long-term archive policies
Ensure audit defensibility
Dodd-Frank Act (CFTC 1.31)
5 years
TYPE
Transaction records
CAPABILITY
Structured data retention policies
Support regulatory reporting
MiFID II
5–7 years
TYPE
Communications retention
CAPABILITY
Capture + retain communications
Enable trade surveillance compliance
Meet compliance for the maximum amount of time user data can be stored.
General Data Protection Regulation (GDPR)
Retain only as necessary; delete on request
TYPE
Storage limitation + erasure
CAPABILITY
Automated expiration + selective deletion
Reduce legal exposure + honor user rights
California Consumer Privacy Act (CCPA/CPRA)
Disclose + enforce retention limits
TYPE
Consumer data rights
CAPABILITY
Policy-driven lifecycle management
Avoid fines, improve transparency
Lei Geral de Proteção de Dados (LGPD)
Delete after purpose fulfilled
TYPE
Purpose limitation
CAPABILITY
Granular retention
Align global privacy operations
Personal Information Protection and Electronic Documents Act (PIPEDA)
Retain only as necessary
TYPE
Data minimization
CAPABILITY
Automated retention enforcement
Lower breach risk
Comply with litigation hold override requirements.
Federal Rules of Civil Procedure (FRCP 26, 37e)
Preserve data when litigation is anticipated
TYPE
ESI preservation
CAPABILITY
Global or scoped litigation holds
Avoid spoliation sanctions
Sarbanes-Oxley Act (18 U.S.C. §1519)
Prohibits destruction of relevant records
TYPE
Anti-destruction
CAPABILITY
Hold overrides on deletion policies
Prevent criminal liability
SEC Rule 17a-4
No deletion during investigations
TYPE
Regulatory preservation
CAPABILITY
Immutable retention + hold enforcement
Pass regulatory audits
FINRA Rule 8210
Mandatory preservation on request
TYPE
Record production
CAPABILITY
Rapid hold + retrieval
Respond to regulator inquiries
General Data Protection Regulation (Art. 17(3))
Retain data for legal claims
TYPE
Legal exemption to erasure
CAPABILITY
Hold overrides deletion workflows
Balance privacy with legal defense
Process is Automated
How Spin.AI Enterprise Archiving Works
Spin.AI Archive makes it simple to automatically transition inactive users to cost-effective archive licenses, while maintaining full access to their data.
Use security policies to automate the entire user lifecycle. Use Security Policies to automate the entire user lifecycle from onboarding to archiving.
Onboard Users to SpinBackup
Inactive Users are Identified Automatically
Active Licenses are Transferred to Archive Automatically
Book a Demo with Spin.AI
Schedule a 30-minute personalized demo with one of our security engineers.
Benefits of Enterprise Data Archiving with Spin.AI
67% Cost Savings
Clients save an average of 65% immediately. Legacy solutions have built-in limitations that raise costs, while SpinOne’s archive solution is cost-effective, built on unlimited storage and scalability.
Reduced Workload
Our Archive solution leverages powerful automation, max functionality, and granular controls – all in a friendly user interface to simplify data management.
Access & Usability
You’ll never have to make an additional purchase just to access archived data. View, move, use, or reassign your archived user data anytime.
Tool Consolidation
Instead of separate services, protect and store all your data with a single provider, reducing tool, vendor management and billing burdens.
Access to eDiscovery
It’s easy to leverage our built-in eDiscovery solution across all entities, streamlining collaboration and communication for your legal team, increasing security, simplifying data management, consolidating tools, and enabling cross-department budget sharing.
Compare Archiving Solution Types
Challenges of Native Solutions
Increased Tools and Overhead
Legacy solutions require expensive add-on licensing with the alternative option being the need to upgrade to higher tier licensing. Meanwhile, these solutions still lack data accuracy, intuitiveness, ease of use and of course true immutable copies of data. SpinArchive enables tool consolidation, immediate reduction in costs and fully automated management of user.
No Automated Archiving
Native archiving solutions do not operate like a modern SaaS backup tool, as they lack automation. Rather, all actions you want to take are manual. This adds operational delays and slows down IT teams that are often already stretched thin.
Recognition
SourceForge Top Performer Award badge 2026
Representative Vendor, Backup as a Service
Fast, easy, effective.
Spin.AI streamlines your archiving processes, significantly reduces manual workloads, and strengthens your security and compliance posture, all while delivering a substantial cost reduction.
Frequently Asked Questions
Can I cancel all of my archive user licensing in the native SaaS environment?
Yes, you can cancel all of your archive licensing in the native environment as soon as you have backed-up your archived users in SpinOne. You can expect significant cost savings going forward.
Rather than suspending users in the SaaS environment, can I archive the users in SpinOne?
Yes, archiving users in SpinOne allows you to stop using the “suspend” functionality for a cleaner, fully automated, easier way to manage archived user licenses.
Does SpinOne have eDiscovery for Archived Users?
Yes, once you archive users, you can leverage eDiscovery from SpinOne to make all your archived data quickly searchable. Additionally, your legal teams can create cases with custom expiration dates, protect privacy by providing access to only specified users, and more.
Can I move my existing suspended users from the SaaS environment and archive them in SpinOne to save on costs?
Yes, you can move your existing suspended users from the live SaaS environment and archive them directly in SpinOne for immediate cost savings, reduced vendor management burdens, and numerous additional benefits.