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Top Rated Collaboration Software with Archiving & Retention in 2026

Verified reviewer profile picture
Verified reviewer profile picture

All user reviews are verified by in-house moderators and provider data by our software research team.  Learn more

Last updated: April 2026

Archiving and retention help manage and store data efficiently, ensuring documents remain accessible and organized. They support version control, protect against accidental deletions, and facilitate compliance with data retention policies. Our reviewers in collaboration software rated this feature as important.

5 Best Collaboration Software with Archiving & Retention

Product
User rating
Starting price
Dropbox Business logo
4.5
(21.6K)
11.99
flat rate/per month
Box logo
4.4
(5.6K)
20
per user/per month
Google Workspace logo
4.7
(17.4K)
7
per user/per month
OneDrive logo
4.5
(12.6K)
1.99
flat rate/per month
Microsoft 365 logo
4.7
(14K)
6
per user/per month

See other top Collaboration products with archiving & retention

How we picked the 5 top rated products

We chose the high-performing solutions on this list based on verified user ratings on our site. Depending on available data, qualifying products either had to be among the most user-reviewed or the most searched-for products in the Collaboration software category. They also needed to have sufficient reviews about archiving & retention, have a minimum user rating of 3 out of 5 for that feature, and show evidence of U.S. market presence. We then added a distinction for up to three products based on our proprietary ratings and reviews: Highest rated, Highly rated for archiving & retention, and Highly rated for free version. Sponsorship or client status has no influence on the selection of these products, but it may impact the order in which products appear.

Details for the 5 best products

Dropbox Business logo
Reviews Sentiment
 
 
 
1-2(315)
3-4(7,529)
5(13,837)
Key Features
Secure Data Storage4.7
Collaboration Tools4.3

User insights about the archiving & retention feature

Reviewers highlight Dropbox Business's archiving and retention for its simplicity and security. They appreciate the ability to easily store, organize, and retrieve old files, with features like version history and recovery of deleted files. However, some users note that these capabilities are more robust with paid add-ons and higher subscription plans.

See related user reviews

“I like that with Dropbox Business, I can easily store and organize all my important files, documents, and other content in one secure, centralized place in the cloud. The archiving and retention features allow me to easily and securely access my documents from anywhere, at any time, ensuring that I always have a safe and secure backup of all my important data. The retention policies also give me the peace of mind knowing that my content will be protected, even if I delete it accidentally or if I need to recover something that has been lost or deleted.”
NK

Nickson K.

freelancer

“Archiving is a very important feature since, as a financial institution, we have to maintain records for a certain period of time. This is where the archiving feature comes in really handy. I don't really have to worry about losing my documents or inadvertently deleting them. I think this is a very helpful tool to have.”
PC

PONCIETTA C.

Business Specialist

Starting price
11.99flat rate /
per month
Pros and Cons based on 21,681 verified reviews

Efficient file sharing

Enhanced team collaboration

Convenient file access

Organized photo sharing

Simple drag and drop

Slow file transfer speed

User account management issues

High costs and limited options

Complex navigation

Limited storage space

See pros and cons details
Box logo
Reviews Sentiment
 
 
 
1-2(167)
3-4(2,280)
5(3,175)
Key Features
Secure Data Storage4.7
Collaboration Tools4.4

User insights about the archiving & retention feature

Users find Box's archiving and retention useful for managing older files and ensuring compliance with document retention requirements. They appreciate the ease of access and retrieval of archived data. However, some reviewers mention that advanced retention controls and archiving features are limited to higher subscription tiers, making them less accessible for basic users.
Verified reviewer profile picture

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“Archiving helps in keepout older or unimportant files for the team, Retention helps in automatically cleaning unwanted files from org timely based which helps in reducing cost and avail more memory space for future.”
Verified reviewer profile picture

Praveen A.

SDET

“BOX allows multiple versions and histories, plus you can on the paid subscription tier you storage layers, but the basic option lacks proper archiving/retention functionality, has limited version retention control or easy reverts/reapplies, and does not offer various pricing/usage options for storage to make use of archiving features, these require higher subscriptions on the enterprise level.”
MK

Marcin K.

Senior Technical Engineer/DevOps

Starting price
20per user /
per month
Pros and Cons based on 5,622 verified reviews
Verified reviewer profile picture

Secure and versatile file sharing

Effective team collaboration tools

Convenient file access

Robust security features

Comprehensive data management

Frequent issues and slow updates

Slow file transfer speeds

Restrictive file size limitations

High costs and complexity

Inefficient search functionality

See pros and cons details
Google Workspace logo
Reviews Sentiment
 
 
 
1-2(165)
3-4(4,154)
5(13,152)
Key Features
Secure Data Storage4.7
Collaboration Tools4.7

User insights about the archiving & retention feature

Reviewers indicate that Google Workspace's archiving and retention features are valuable for preserving important data and ensuring compliance with legal requirements. They appreciate the integration with other Google apps, ease of access, and efficient search capabilities. However, some users express concerns about data storage policies and the need for better user control over retention settings.
Verified reviewer profile picture
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“For archiving, I believe we all don't need to doubt Google in handling and managing it all, with examples of various Google applications that can remain integrated and neat in sorting our data and/or documents such as Google Drive, photos, spreadsheets, etc. And not only that, but Google Workspace can also perform archiving of users. Then for retention, Google Workspace is very reliable by having a Vault feature which in my opinion, and the team is very high-tech and can be trusted in securing our data, we can still track what is happening, export and search for the company or team data from the application we choose. We can also retrieve valuable information, even from suspended accounts. This is a smart way to gather what the legal team needs and prevent data loss from employee turnover.”
Verified reviewer profile picture

Deni H.

Freelancer

“Archiving and retention is a useful feature in Google Workspace that allows users to automatically store and manage their emails, chats, and other data for a specific period of time. This can help users comply with various regulations and industry standards, and it can also help organizations manage their data more effectively. Additionally, archiving and retention can be useful for legal and compliance purposes, as it can provide a record of communications and other data that may be needed in the future. Overall, archiving and retention is a valuable feature in Google Workspace that can help organizations manage their data and comply with various regulations and standards.”
Verified reviewer profile picture

Christian J.

Systems Engineer

Starting price
7per user /
per month
Pros and Cons based on 17,471 verified reviews
Verified reviewer profile picture
Verified reviewer profile picture

Effective remote teamwork

Enhanced workflow efficiency

Accessible cloud storage

Seamless document sharing

Seamless app integration

Dependence on internet

Inconsistent customer support

High costs and limitations

Complex account management

Challenging file management

See pros and cons details
OneDrive logo
Reviews Sentiment
 
 
 
1-2(243)
3-4(4,803)
5(7,561)
Key Features
Secure Data Storage4.7
Collaboration Tools4.4

User insights about the archiving & retention feature

Reviewers appreciate OneDrive's archiving and retention capabilities for their ease of use and accessibility. They find it simple to archive and retrieve files, with the ability to maintain previous versions and set retention times. However, some users feel the out-of-the-box options may be insufficient for complex needs, requiring third-party solutions for extended retention periods.
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“Archiving & Retention in OneDrive ensures compliance by preserving data for specified periods, aiding in legal and regulatory requirements, and preventing accidental deletion. However, it may lack advanced retention policies for complex data manageme”
NH

Nadir H.

District Project Supervisor in Government Administration

“This is a great tool in case a document was removed from the drive. We can keep documents out of the main drive with archiving and access them anytime from the search/filter buttons.”
Verified reviewer profile picture

Dallas S.

Marketing Agency Partner

Starting price
1.99flat rate /
per month
Pros and Cons based on 12,607 verified reviews
Verified reviewer profile picture

Effective team collaboration

Seamless Microsoft integration

Efficient file sharing

Reliable photo storage

Convenient mobile access

Slow performance speed

Complicated account access

Inconsistent issue management

Unreliable file synchronization

Problematic file upload

See pros and cons details
Microsoft 365 logo
Reviews Sentiment
 
 
 
1-2(129)
3-4(3,976)
5(9,923)
Key Features
Secure Data Storage4.6
Collaboration Tools4.5

User insights about the archiving & retention feature

Users appreciate Microsoft 365's archiving and retention for its ease of use and integration with other Microsoft tools. They find it helpful for maintaining historical data and ensuring compliance with retention policies. However, some reviewers mention that the archiving process could be more intuitive and that advanced features may require additional configuration.

See related user reviews

“Maintaining copies of documents 6oth created and and used for clients amongst other documents needing to be saved for several years as outlined in state federal law is very important to my company. The ease of access to save and maintain copies of said documents is simple and easy to understand. ”
KD

Kathleen D.

Business owner

“Archiving emails and retention policy really help when we are required to go and check if we miss anything or to analyze any phishing campaigns happening and users prone to it or not.”
ss

shabbir s.

security analyst

Starting price
6per user /
per month
Pros and Cons based on 14,028 verified reviews

Ideal for student tasks

Enhanced team collaboration

Comprehensive software package

Boosts productivity

Complete office suite

Slow performance issues

High subscription costs

Dependence on internet connectivity

Syncing issues

See pros and cons details

Other Top Rated Collaboration Software with Archiving & Retention in 2026

Slack logo
Category Leaders

A single place for team communication and workflows

Slack is a single workspace that connects users with the people and tools they work with everyday, no matter where they are or what they do

Read more about Slack

Users also considered
Google Workspace logo

Collaboration application suite for teams

Google Workspace is a suite of applications from Google which offers a number of tools to communicate and collaborate with colleagues, store files, and manage data from all devices.

Read more about Google Workspace

Users also considered
Dropbox Business logo

File syncing, storage & sharing platform

Dropbox Business is an off-site server for file syncing, storage and sharing which allows teams of all sizes to save and share files of any format and access them anywhere, on any device

Read more about Dropbox Business

Users also considered
Microsoft 365 logo

Cloud collaboration and file sharing application suite

Microsoft 365, formerly Office 365, provides web, desktop, and mobile apps for Outlook, Word, Excel, PowerPoint, OneNote, Publisher, Skype, OneDrive, Exchange Online, and more

Read more about Microsoft 365

Users also considered
Asana logo

Project tracking and workflow management platform

Asana is a collaboration platform that connects all your work in one place and bring teams together, anywhere. Use AI-powered features to manage tasks, track progress, and adapt quickly to changing priorities. Join millions of users across 200+ countries using Asana to get more done.

Read more about Asana

Users also considered
OneDrive logo

Secure access, sharing, and file storage solution

OneDrive is a secure access, sharing, and file storage solution which enables users to store and share photos, videos, documents, and more at anytime, via any device.

Read more about OneDrive

Users also considered
Connecteam logo

Enhance employee management with the only all-in-one app

Connecteam — is a simple mobile-friendly app for employee collaboration, team communication, task management, & time management.

Read more about Connecteam

Users also considered
monday.com logo

Project management software

monday.com, a flexible remote collaboration software, fosters effective teamwork, improves communication, and boosts productivity in one central hub. Get started with one of our ready-made templates to get your team onboarded quickly. Share files, feedback, and ideas and @mention teammates.

Read more about monday.com

Users also considered
ClickUp logo

Productivity platform for marketing agencies

Stay on the same page (literally) - see in real-time when others view, comment, or edit. ClickUp's collaboration detection ensures you know when others are commenting, editing, and even viewing the same task as you.

Read more about ClickUp

Users also considered
Box logo

AI-driven content, collaboration and workflow management

Box is a content cloud and AI-enabled platform that enables businesses to securely manage, collaborate on, and automate workflows for their content. It offers end-to-end data protection, seamless collaboration both internally and externally, and AI-powered features to extract insights from unstructured data and streamline critical business processes.

Read more about Box

Users also considered
Notion logo

Project and task management tool

Notion is a project and workflow management solution that helps businesses streamline operations related to goal setting, status tracking, lead management, and more on a centralized platform. It enables users to utilize the drag-and-drop interface to organize, rearrange, and develop ideas or plans.

Read more about Notion

Users also considered
Confluence logo

Remote team collaboration and knowledge workspace

From document creation to project collaboration, Confluence is today's way to share ideas, build community, and get work done in one place, as a team.

Read more about Confluence

Users also considered
DigiSigner logo

Cloud-based digital signature solution for documents.

DigiSigner is a cloud-based digital signature solution designed to streamline the document signing process for businesses of all sizes. With its user-friendly interface, DigiSigner empowers users to sign documents online quickly and securely. The platform is fully compliant with major eSignature laws, including ESIGN, UETA, and European eIDAS, ensuring all signatures are legally binding and recognized in court.

Read more about DigiSigner

Users also considered
Wrike logo

AI powered workflow management platform

Impactful work shouldn’t be limited by departmental, digital, or geographical boundaries — it needs freedom to flow. Wrike helps you keep work flowing. Enable efficient and interconnected operations within your organization, no matter the size or scope of your projects.

Read more about Wrike

Users also considered
OnBoard logo

Prepare faster, decide sooner with one secure board record

OnBoard is a leading board management software trusted by 6,000+ organizations. Experience the difference—start your free trial today.

Read more about OnBoard

Users also considered
Autodesk Forma logo

Construction management platform

Review clashes and manage issues with trades and designers. Real-time collaboration to access changes, issues, meeting minutes, etc. See issues across Navisworks and Revit to fix models, validate designs, and close out issues. Anywhere, anytime access to streamline collaboration for the full team.

Read more about Autodesk Forma

Users also considered
Adobe Workfront logo

Online enterprise work management software

Eliminate confusion and empower teams to move quickly and provide high-quality work together. Adobe Workfront lets them collaborate, manage review and approval cycles, and automate project workflows—whether they’re in the office or on the go, and all without leaving the context of their work.

Read more about Adobe Workfront

Users also considered
Process Street logo

AI-enabled compliance operations platform.

Process Street is an AI-powered compliance operations platform that turns policies into automated workflows, enabling teams to manage controlled documents, run no-code processes, and stay audit-ready.

Read more about Process Street

Users also considered
Aha! logo

Platform for strategic product roadmapping

Aha! Whiteboards is the visual space to drive product innovation. Define user flows, sketch mockups, and collaborate on roadmaps. Capture team feedback, host voting sessions, and invite unlimited guests for free. Choose from 100+ templates with expert guidance to fast-track your work.

Read more about Aha!

Users also considered
Zoho Projects logo

Project Management, Collaboration and Bug Tracking

Zoho Projects is the ultimate collaboration tool for teams, enabling seamless communication, task management, and progress tracking.

Read more about Zoho Projects

Users also considered
Glasscubes logo
Category Leaders

Simplify group collaboration in a user-friendly environment

Boost productivity by improving the way you share files, manage projects and communicate with each other.

Read more about Glasscubes

Users also considered
Padlet logo
Category Leaders

Creative tools for visual thinkers and learners.

Padlet offers beautiful boards and canvases for visual thinkers and learners. Use boards to collect, organize, and present anything. Use sandboxes for whiteboarding, lessons, and activities.

Read more about Padlet

Users also considered
Bitrix24 logo

All in one business management workspace

Bitrix24 is a leading FREE collaboration platform used by over 12 million organizations worldwide. Available in cloud and on-premise it offers communication tools, task and project management, social collaboration tools, employee engagement, group chat, shared calendars and more.

Read more about Bitrix24

Users also considered
Lucidspark logo

Virtual whiteboard solution for team collaboration

Lucidspark is a web-based whiteboard tool, designed to help teams collaborate on projects and share ideas. The collaborative platform provides users with an adaptable space to share ideas, create plans, collaborate on projects, organize tasks, and evaluate ideas.

Read more about Lucidspark

Users also considered
Microsoft Viva Engage logo

Enterprise Social Network (ESN) to connect and communicate

Microsoft Viva Engage is a private enterprise social networking solution that enables employees to collaborate securely across time and distance. Microsoft Viva Engage provides a single, secure platform on which companies can share information, resources and business applications

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Key features for Collaboration software

Based on GetApp's analysis of verified user reviews collected between July 2021 and August 2024.

  • Secure Data Storage: Reviewers highlight end-to-end encryption, access controls, and versioning for document security. They value two-factor authentication and the ability to restore previous versions. 94% of reviewers rated this feature as important or highly important.
  • Collaboration Tools: Users appreciate real-time editing, remote collaboration, and integrated communication features. They find it beneficial for project planning, feedback, and team coordination. 94% of reviewers rated this feature as important or highly important.
  • Document Storage: Reviewers note the convenience of cloud access, various file types support, and robust organization features. They value version control and the ability to share documents securely. 91% of reviewers rated this feature as important or highly important.
  • Access Controls/Permissions: Users emphasize granular control over document access, offering flexibility in permissions. They appreciate the ability to assign roles and restrict access to sensitive information. 91% of reviewers rated this feature as important or highly important.
  • Task Management: Reviewers value features for tracking progress, setting priorities, and assigning tasks. They find customizable workflows and reminders essential for efficient project management. 90% of reviewers rated this feature as important or highly important.
  • Screen Sharing: Users highlight the ease of sharing presentations, documents, and live demonstrations. They appreciate features like selective sharing, real-time collaboration, and the ability to annotate during meetings. 86% of reviewers rated this feature as important or highly important.