All posts tagged Office365

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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Information and Records Management in M365 – Disposition Reviews

In honour of Microsoft’s recent announcement concerning multi-stage disposition reviews and other enhancements, I thought I’d start a short series discussing what disposition reviews are, how to configure them, but also how to make use of them.  We’ll start with the basics and move our way up to the new multi-stage disposition reviews.

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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Create a Sensitive Info Type in Microsoft 365

When dealing with sensitive information within Microsoft 365 you often need to utilize a sensitive info type.  This is an entity within the security console that groups data by the sensitive information it contains.  For example, a credit card is a sensitive info type and is configured to look within content for credit card number formats.  Luckily, Microsoft provides 100 pre-configured sensitivity types and they really cover a large number of possibilities.  Well, what if you have a type of sensitive data that isn’t in the provided templates.  Well, that’s where this blog post comes in handy.  In this post, I will show you how to create a sensitive info type in Microsoft 365’s security console.

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Project Cortex – Topic Cards and Topic Pages

In my previous post, I provided a brief overview of what Project Cortex is and how it can benefit an organization.  In this post, I would like to focus on topic cards and topic pages.  I’ll discuss what they are and what goes into creating them.

Topic Cards

A Topic card is an overlay that sits within the Office 365 tool you are using (Word, Outlook, etc).  A topic card is going to give you an overview of a knowledge topic (hence the name) within your organization.  It contains a description/definition, any acronyms it may exist under, People who may be experts in the topic, any files that may contain any information pertaining to the topic and any other topics that may be related.

For the most part the different components of the card are self-explanatory, but related topics might need a bit of an explanation.  Quite often if a topic is found to be related to other similar items people may want to know about these.  If these items are also a topic in Project Cortex a link to that topic will also be listed here.  For example, say your company is going through a massive records management overall and has a subproject within it related to configuring Microsoft 365 to organize and retain the information you are storing.  If that project is also a topic within Cortex the link to it will be displayed in the “related topics” section of a topic card.

Project Cortex - Topic Card

Topic Pages

Think of a topic page as a full-page view of a topic card.  The information is going to be very similar, but it also will likely be more extensive because more information can be fit on a page than a card.

Project Cortex - Topic Page

Something that Project Cortex allows with a Topic Page that will be extremely beneficial to a communications team within any org is the ability to edit Topic Pages.  While Cortex will build out the initial page for you, the actual page can be edited for both content and format.  So if the information pulled and built by the AI isn’t quite right or you want to elaborate a bit more you have that ability.

Before I complete this post I want to ensure everyone is aware that everything that Cortex builds is completely security trimmed.  In fact, if Cortex pulls data from a document to build a page or topic card out and you as the user viewing the card or topic card does NOT have access to the document (in a location you don’t have access to) then our experience will actually be a little different.  Cortex will actually build the information on your card or topic page from documents that you do have access to.  So users that shouldn’t have access to a particular component of data for a topic (whether a project or even general information on something within the company) won’t be able to get it via Cortex.

In a future post, I will discuss the next level in a Cortex topic card or page.. the knowledge center.

 

Thanks for reading!!