Some time ago, I wrote a series of blog posts on disposition reviews. I covered the standard disposition reviews and the multi-stage disposition review. In records management, disposition reviews allow content SMEs, owners, and\or record managers to review content to ensure it is no longer viable before it is ultimately destroyed. Recently, Microsoft released an update to Microsoft Purview that allows an organization to create Power Automate disposition reviews. This means that when a document reaches the completion of its retention schedule, instead of a standard disposition review being initiated, a Power Automate flow is started instead. This vastly increases the options available to record managers or administrators in handling their content.
Previously I provided an overview of why Power Automate disposition reviews are important to record management tasks for many organizations. With the introduction aside, let’s cover how to create a Power Automate disposition review from concept to execution. This process will create a custom message to the disposition reviewer. If approved it will delete the document and update a destruction tracker list in SharePoint. If rejected, the record manager will be notified to take necessary action.
Record management capabilities within Microsoft Purview have vastly improved over the last few years. With features such as adaptive scopes, auto-apply retention capabilities, and much more, the ability to apply different techniques to your record management needs is vastly growing. Throughout all of these features and enhancements, the foundation of records management in Microsoft 365 is based on one real component: the record label. Now before all of you get upset and rage close this blog post, I am not saying retention policies, retention label policies, or other components aren’t important. They all have their place for information governance in Microsoft 365. But record labels have all the real options and where all the real record management magic happens. In this series, I am going to do a deep dive into the different Microsoft Purview retention label types. What the differences are, the options available to you as administrators or record managers, and how they can be used within your organization.
In October 2021, Microsoft announced a significant change in how retention labels could be applied to locations. The concept for adaptive scopes is pretty straightforward, deploy labels or apply labels automatically based on some piece (or pieces) of metadata the system can scan for. This means you can now dynamically assign retention labels with adaptive scopes to your SharePoint (including Teams), OneDrive, and Exchange locations without directly declaring them in the policy.
Had a great session this week at the latest Microsoft 365 conference in Las Vegas (December 2022). In this session, I was given the opportunity to demonstrate some advanced techniques such as auto-apply policies to records management in order to make a better user experience and bolster adoption. I had a great time and am very thankful for all who attended. As promised, I have uploaded the slide deck from my session. Please grab it and let me know if you have any questions.