Record Management is a key pillar in any enterprise content management for an organization so that the organization can comply with their corporate policies, legal and regulatory. Microsoft 365 offer record management features including classifications, records and disposition. In this article, I am providing a high-level overview.
Microsoft 365 Compliance Center
An entry point for managing compliance needs using integrated solutions for classification, information governance, case management, and more.
Record Management Key Functionalities
Document ID
A unique identifier for the document is required for Record Management, so that document can be tracked when the document gets to move to a different location. We can configure in SharePoint Libraries to automatically assign Document IDs to documents.
Data classification
Organisations require to classify data to apply the policies to govern data. In Office 365 we can classify in few ways. Organizations can classify the data by applying Sensitivity labels, Retention labels and Sensitive info.
Sensitivity Labels
Sensitive labels are used to apply based on the sensitivity of the electronic contents, then the contents will be protected based on the labels such as different encryptions. We can assign a sensitive label to a document, site or email. The sensitive label is persistent, the label will be in tag with the document during the moves.
Creating and Publishing Sensitivity label
1. Log in with your M365 account in
https://compliance.microsoft.com/informationprotection?viewid=sensitivitylabels
2. Create a sensitivity label
Fill in the details such as Name, description, encryption, content marking, and then save.
3. Publish a sensitivity label.
Retention labels
A document retention policy is required for every organization so that the organization can retain various documents based on the legal requirements.
Retention labels, we can classify data across all the information management system, and enforce retention rules based on that classification.
Create a Retention Label
1. Log in with your M365 account in
https://compliance.microsoft.com/informationprotection?viewid=sensitivitylabels
2. Create a new Retention Label
3. Fill in the retention details.
4. Publish the retention Label
To publish a label, we need to create a policy and publish it. Please take note, Label publishing will take some time to deploy all the locations.
Applying and using Retention Label.
1. Go to SharePoint Library
2. Choose the document that requires applying the label, and edit the properties.
Auto Applying Retention Label.
Record Managers can configure libraries to auto-apply the retention labels. Here are the steps to configure a library with automatic retention labels.
1. Go to Library settings.
2. Apply label to items in this list or library
Records
A retention label can be used to classify the document as Records. When you create a document, you can specify the label for Records.
File Plan
File Manager provides advanced Record Management capabilities to the files, from creation through collaboration and record declaration retention and finally its position
File plan enables us to create, retention Label, File policies, disposition, record declaring
Disposition
M365 provides tools to manage the disposition of a document. At the end of a retention period, There are three options to be configured.
1. Delete items automatically
2. Trigger a disposition review
3. Do Nothing.
For option 2,( Trigger a disposition review), we can configure further.
1. Add disposition reviewers
2. Add stages
The disposition reviewer, able to do the following during the review
1. Approve disposal
2. Relabel
3. Extend
4. Add reviewers
e-Discovery
eDiscovery is the process of identifying and delivering electronic information that can be used as evidence in legal cases by using a discovery begin search content in
· Exchange Online mailbox
· Microsoft 365 groups
· Microsoft Teams
· Microsoft SharePoint Online
· One drive for business
Reporting
The intelligent reports on the “Overview” page are a quick window into discovering how and where sensitive info and labels are being used across Exchange, OneDrive, SharePoint and other locations. Each report includes links to investigate further
Explore classified content
Content Explorer is a powerful tool for reviewing all the classified content in your organization. Filter by sensitive info type or label to see how many items are classified, where they're stored, and drill down even more to inspect the actual email or document.
Monitor and review activity
Activity explorer rounds out our data classification capabilities by providing a detailed view into classification activities and trends across locations, such as when labels were applied, sensitive data modified, files printed, and much more
