All posts tagged Microsoft Purview

Microsoft Purview Records Management – Initiate an Event

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.

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SharePoint Online Administration – Create a Content Type in the Content Type Gallery

An important concept to organizing data in SharePoint is to use metadata.  Organizations are starting to see the benefit of moving away from a purely folder-based form of organization and are starting to embrace the use of metadata.  Metadata as a method of describing your content is great for filtering, sorting, and even creating custom views to help you find your data quicker and more efficiently.  In addition, having a strong metadata architecture for all of your content vastly assists organizations in adopting other key features such as records management, information protection, and now CoPilot.  When you create metadata for particular types or categories of content, you should organize it into a content type to help ensure only the relevant metadata is gathered for a file or document.  Content types exist at the library level, at the site level (for reuse in other libraries within the site), and at the tenant level in the content type gallery.  Creating the content type at the gallery (previously known as the Content Type Hub) is important for additional capabilities like linking to the tenant search schema to aid in additional capabilities, such as locating data for Microsoft Purview features.  This post will cover the process for the creation of content types in the content type gallery to further support Purview features such as records management, sensitivity labels, and other features found within Purview.

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Microsoft Purview Records Management – Create an Event Type

When working with event-based retention, administrators and record managers can group related labels together within the same umbrella or container.  This container is known as an event type.  An event type allows record managers to initiate an event for all the related content without beginning multiple events for multiple labels.  When creating an event-based retention label, administrators are able to attach it to the appropriate event.  This post will cover how to create an event type within Microsoft Purview.

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Microsoft Purview Records Management – Event-Based Retention

Microsoft Purview retention labels have four main triggers to start the retention period for content.  These triggers include the created date, the last modified date, and when the label was applied to the content.  The fourth trigger type fills in the gaps left by the previous three.  It is called event-based retention.  It helps organizations process retention based on other criteria such as fiscal or calendar year-end, contract expiry, project closure, etc.  It can also help support a record management concept known as case management, which I covered in a recent post and discussed with Joanne Klein in Episode #1 of Compliance Unplugged as a process that supports case management.  I thought elaborating further on event-based retention might be a good idea.  In this series, I’ll cover event-based retention capabilities, the back-end configurations necessary to get it to work properly, and how to execute the full process.

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Compliance Unplugged – Episode #1 Case Management and Event-Based Retention

Joanne Klein and I, for the Compliance Unplugged vodcast, are really excited to announce the release of our first episode.  In this episode we tackle the concept of case management and how it can be supported within Microsoft 365 Purview. We’ll discuss how we see Purview being very capable of supporting case management, but we also discuss the gaps that do exist.

Please join us at: https://youtu.be/1d3zlcYX1Bc

You can leave comments for discussion in the video or reach out to us at compliance.unplugged@outlook.com.

For some additional information on this subject, you can check out the blog series I recently released.

 

Thanks for reading!