In my previous post, I discussed event-based retention, what it was, how it worked, and the advantages of this type of retention.  This post will build on that and cover how to plan and create event-based retention labels.

Plan and Create Event-Based Retention Labels

Plan for Event-Based Retention

So you may be asking yourself, why do I need to plan for event-based retention any more than I would for other retention labels?  It’s because there are a few more things going on with event-based retention than the other methods I have discussed previously.  The following list covers additional considerations for event-based retention:

  • Do I want to group multiple related labels under a similar event type “umbrella”?
    • This is a concept I covered previously.  Event-based retention allows you to group labels within an event type so you can kick off a grouping of retention schedules at the same time based on your event
  • How will I identify the correct data?
    • When initiating an event (covered in my next post) you actually have to point Purview records management at the targeted data using distinct metadata or queriable content.  The most common method is the metadata method.
      • In their documentation, Microsoft discusses using an asset ID.  Specifically the ComplianceAssetID. It shows up in the user interface as Asset ID.  The problem with using this field is a user experience one.  The field cannot be renamed.  This poses a problem as it is often better to use a field the end-user will understand to be part of the document’s metadata (like ProjectID in for example).  This is the reason for creating a custom field in this post.
      • You can use your own metadata fields to search for the correct data but the fields have to be managed properties in your search schema AND that managed property has to exist at the tenant level which means the field has to be published from the tenant Content Type Gallery (formally the Content Type Hub).

Event-Based Retention Metadata

As mentioned above, a common method for determining the correct data that should have the schedule started is to use metadata.  In order for the system to find the data you need to consider the following:

  1. It needs to be unique to the content (Project ID, Employee Number, Contract Expiry.  Each file isn’t required to be unique, but the metadata needs to be unique to the content you wish to affect.  For example, if you want to start retention on a recently closed project, all of the files must have the same ProjectID.
  2. The metadata used for identifying the content must exist at the tenant level (can’t be a column that exists at the library or site only) so it must be submitted through a content type from the Content Type Gallery (Content Type Hub).
  3. The metadata used must be linked to the tenant search schema via a SharePoint Search Managed Property.  The schema must be at the tenant level and not the site collection search schema. Note: ensure the managed property is below 100 (i.e. RefinableString1-99) as there is a bug that the background search process cannot track above 99.

Because the fields that allow the event to find the data must exist at the tenant level and thus could have an effect tenant-wide it should be properly planned and documented.  Administrators must ensure that the artifacts created do not affect other areas of the tenant.

Create an Event-Based Retention Label

  1. Access Microsoft Purview (https://compliance.microsoft.com)
  2. Click on Records Management
  3. If a new event type is required, create that now.
  4. Click on the File plan tab
  5. Click on “+ Create a label”.

Plan and Create Event-Based Retention Labels - Create Event-Based Label 1

  1. Provide a meaningful name and description for the label and click Next.

Create Event-Based Label 2

  1. If desired, provide the label with necessary descriptors (remember descriptors are used for organizing labels within the File Plan view and do not have any bearing on the retention activities themselves).

Plan and Create Event-Based Retention Labels - Create Event-Based Label 2Create Event-Based Label 3

  1. Click Next.
  2. Configure the retention schedule time (years, months, days).
  3. Select the event type required for the label

Plan and Create Event - Create Event-Based Label 4

  1. Configure if the label should be a record or simply retain it for the duration required.
  2. Indicate if items should be deleted automatically or a disposition review should occur.

Plan and Create Event - Create Event-Based Label 5

  1. When the necessary configuration has been completed click Next.
  2. Add the disposition review configurations if selected.
  3. Click Next.
  4. Review the configuration and click Create Label to complete.

In our next post, we’ll cover initiating an event within your tenant.

Thanks for reading!!