This video continues on the journey to implement event-based retention in our environment. Using the preparation created, this video will discuss what event-based retention can help you achieve in your organization. It will also demo how to create event-based retention labels (and event types), how to add the labels to content, the steps you need to take to ensure proper identification can occur later, and it will demonstrate how to create an event within your organization. Click on the following to check out the video!
Last month, I wrote a blog series on event-based retention. Joanne Klein and I also released our first episode for Compliance Unplugged, referencing event-based retention as a solution for case management concepts in records management. I thought it fitting that I pick up my YouTube channel and dust it off a bit to release a new video on how to prepare your environment for event-based retention. The video will cover setting up the required metadata columns, mapping them to managed properties, and how to test. Click on the following to check out the video!
Previously, I showed you how to use Power Automate to build a custom workflow to assign approvers based on the site owner. It was designed to access the user(s) designated as site owners and assign the disposition approval to them. In addition, it allowed you to provide custom messages and any other non-standard activities your organization required. I will take a different approach in this post and assign record disposition based on document location. The idea is that labels are shared across the organization, and each site could belong to a particular data owner that does not map to the site ownership. The flow will target these data owners based on the document’s location. This first post highlights the components that need to be in place to support the flow. If you want to go straight to the flow components, continue to the second post in this series. However, I urge you to read on here first to understand what needs to be in place to support the solution as a whole. Before continuing, ensure you aren’t going to run into any of the Power Automate limitations within Purview.
When creating custom solutions or even troubleshooting your data lifecycle management processes, you may need to know the retention label’s underlying GUID (Globally Unique Identifier). This is the ID created for the retention label that Microsoft Purview uses for its back-end processes. Unfortunately, there isn’t an easy way to find this ID from the Purview user interface. To find the ID, a PowerShell command will need to be run; I’ll cover that process in this post.
When working with event-based retention, the environment lacks a standard method to start the retention schedule, such as the modified date of the document. An event can take many forms within the lifecycle of a document, such as:
- Fiscal year-end
- Calendar year-end
- Document supersedence
- Contract expiry
Due to this, it is not possible to begin the retention using an internal, default trigger, so an administrator or process must initiate an event to start the countdown. In this post, we’ll cover the steps to do that.