All posts in Information & Records Management

Microsoft 365 Records Management – Auto-Apply Retention Label Policy Not Functioning

I was recently working on a pilot for a client that required auto-apply of retention labels.  The client wanted to understand if Microsoft 365 could meet their needs for records retention and disposal.  To assist we set up your standard assortment of retention labels and policies such as auto-delete, disposition reviews, etc.  One of the requirements was to configure auto-apply labels to decrease the level of involvement required by users.  In their current record management system, they were configuring retention at the folder level.  While this can certainly be accomplished with SharePoint Online, I strongly encouraged them to process auto-apply labels based on metadata instead.  So one of our pilot configurations was to create a couple of auto-apply policies that applied labels based on a site column value.  We created the policies, added content, set the metadata, and waited.  Microsoft states it will take a little time for the labels to apply. I suggested a week, but by the second week, we still didn’t have any labels being applied automatically.  I confirmed the queries were configured correctly (I’ll cover this in my next post), but in the end, we had to admit the auto-apply retention label policies were not functioning.

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Microsoft 365 Records Management – Auto-Apply Retention Label Policy

In previous posts, I discussed creating retention labels and publishing them to your various sites. This is an effective way to ensure record retention processes are followed within your organization.  However, the process can require a lot of user interaction.  Many organizations find their users do not apply labels.  The reasons for this range from being unsure which option to select to not having time to do it.  This can cause records to be deleted before they should or kept longer than required.  In this post, we’ll help to alleviate that by using an auto-apply retention label policy.  It’s a bit of a longer post, but there can be many parts to properly configuring auto-apply retention labels.

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Microsoft 365 Information Protection – Overview

While writing a couple of posts recently I became a bit out of step with my intended schedule by discussing sensitivity for automated processes before actually discussing how Microsoft 365 deals with sensitive content.  This is fine if you are familiar with information protection within Microsoft 365, but for those of you who are not let me get back on track and discuss information protection concepts within Microsoft 365. This is the overview first in a series of posts that I will explain and demonstrate how Microsoft 365 protects an organization’s sensitive information.

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Information and Records Management in M365 – Multi-Stage Disposition Reviews

Previously I provided an overview of record disposition in Microsoft 365.  Disposition reviews allow an organization to control if the content flagged for permanent deletion should actually be deleted.  The review provides the organization with a method to maintain content due to internal process changes, mislabeling the content, or data that is still active and shouldn’t be removed.  Before May of 2021, Microsoft 365 was only capable of single-stage disposition reviews for retention labels.  However, Microsoft 365 now supports multi-stage disposition revies by allowing up to 5 separate approval stages before the content can be permanently deleted from the environment.  We’ll cover that process in this post.  I would also suggest that you review some of the other enhancements that Microsoft 365 provides by reviewing the custom disposition configurations I also cover.

Disclaimer: Microsoft is making changes all the time to the Microsoft 365 interface.  Any screenshots displayed in this post are current at the last edit of the post.

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Information and Records Management in M365 – Custom Disposition Configurations

In May 2021, Microsoft announced the release of multi-stage disposition reviews.  This announcement was not limited to just the disposition review enhancements but other new features as well.  Included with the May release were other custom disposition configurations such as record manager enhancements (think disposition administrators) and disposition message customization.  The Microsoft announcement did just that, announced them.  In this post, I’ll show you what they are and how they work.

Disclaimer: Microsoft is making changes all the time to the Microsoft 365 interface.  Any screenshots displayed in this post are current at the last edit of the post.

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