All posts in SharePoint Online

M365 Records Management – Retention Label Policy Video

In this second video blog, I build on the previous presentation and publish my retention label with a retention label policy.

You can review the related blog post here: Information and Records Management in Office 365 – Publish a Retention Label

You can access the video here: Retention Label Policies in Microsoft 365

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M365 Records Management – Retention Labels Video

I have a new announcement to make!  In addition to my blog posts, I have also started to create video blogs to go along with my written posts.  I know that many prefer to learn visually as opposed to reading text all the time.  So I am now going to build video blogs along with many of my written posts.  The first one is about retention labels.

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Information Records Management 101: Building Your IRM Foundation – Presentation

I recently worked with a couple of Microsoft 365 user groups to provide some groundwork for Records Management.  This presentation covers general records management concepts (technology agnostic) before discussing the implementation with Microsoft 365.  Both groups asked some great question and I really enjoyed meeting with them.  It’s a good presentation to understand not only the how, but also what records management is, why it’s important, who should be involved, and where it can be used within Microsoft 365.

 

Information Records Management 101 – Building the Foundation

(Note: if you have issues with the link above please review the comments at the bottom of this page).

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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