Classify records using retention labels and policies

What are Retention Labels?

Retention labels in Microsoft 365 allow organizations to categorize content for governance, and enforce retention rules based on that categorization. When a label is applied to content, it can be set to retain the content for a specified period, delete it after a certain time, or both. Retention labels can be applied manually by users, automatically by administrators using label policies, or through auto-classification by training machine learning classifiers.

Example:
Imagine an organization that must comply with regulatory requirements to retain financial records for seven years. A retention label called “Financial Records – 7 years” can be created and applied to relevant documents. The label ensures that these documents cannot be permanently deleted before the end of the retention period.

What are Retention Policies?

Retention policies in Microsoft 365 are broader than labels. They are used to enforce retention rules across specified locations like Exchange mailboxes, SharePoint sites, OneDrive accounts, and Microsoft 365 groups. Unlike labels, policies do not require manual application to specific content but are instead automatically applied across the board to content in the designated locations.

Example:
A company policy mandates that all emails be kept for a period of three years. An admin can create a retention policy named “Email Retention – 3 years” and apply it to all users’ Exchange Online mailboxes, ensuring automatic compliance with the policy.

How Retention Labels and Policies Work Together

Retention labels are granular and content-specific, whereas retention policies are broad and location-specific. You may apply both to the same content; if there’s a conflict, the retention label often takes precedence because it is more specific.

Comparison: Retention Labels vs Retention Policies

Implementing Retention Labels and Policies

• Define Retention Requirements:
  • Understand legal and regulatory requirements.
  • Determine business needs for information retention and deletion.
• Create and Publish Retention Labels:
  • Develop labels that align with your retention requirements.
  • Publish them through a label policy to make them available to users and content.
• Implement Retention Policies:
  • Configure policies for different locations like mailboxes, sites, and groups.
  • Set retention or deletion actions based on organizational needs.
• Monitor and Review:
  • Regularly review and adjust your retention labels and policies.
  • Ensure compliance and manage the full lifecycle of your information.
• Train Your Team:
  • Educate users on how to apply retention labels correctly.
  • Provide clear guidelines on the organization’s retention strategy.

Advanced Features and Considerations

– Auto-apply Retention Labels:
Machine learning can be harnessed to identify and classify content, allowing for automatic application of retention labels.

– Retention for Records Management:
Some content may be declared as a record. Retention labels can be configured to ensure such content cannot be edited or deleted during the retention period.

– Disposition Review:
Once the retention period expires, content can be subject to a disposition review where authorized users decide if the content should indeed be deleted or further retained.

– Reporting and Compliance:
Use the built-in reporting features in Microsoft 365 compliance center to track and audit retention label and policy application.

Effectively classifying records using retention labels and policies requires both strategic planning and technical understanding. For the SC-400 exam, understanding the nuances of these features is not just about passing a test but empowering your organization to manage data responsibly and in compliance with applicable laws and regulations.