3 Essential Settings for Retention Labels in Microsoft Purview

 

1️⃣ Retention Period Setting

The heart of any retention label is the retention period. This determines how long a document or e-mail should be retained.

• ???? Choice options:
  • A specific period of time (for example, 7 years).
  • Until an action or event occurs (for example, a project closure).
• ✅ Tip: Consider legal and compliance requirements when setting retention periods.

This setting ensures that you comply with regulations and avoid data overload. ????️

 

 

2️⃣ When Does the Retention Period Start?

The start date determines when the retention period takes effect. This is important for consistency in your data management.

• ???? Options:
  • Creation date: The date a file or e-mail was created.
  • Last change date: For more flexibility if documents are updated later.
• ???? Practical consideration: Choose the option that best suits your business processes.

A clear start date prevents data from being kept too long or too short. ⏳

 

 

3️⃣ Actions at the End of the Retention Period.

What happens when the retention period has expired? This is where the magic of automation comes into play! ⚙️

• ???? Automatic deletion: Ideal for clearing excess data and saving storage costs.
• ???? Retain and review: For sensitive or important data, you can set that a review is required before deletion.
• ???? Legal Hold: Some documents should never be deleted, even after the retention period.

With these options, you maintain control over critical data while automatically cleaning up less important files². ????

 

 

Why Retention Labels? ????

Retention labels are an essential part of a good information management strategy. They help you:

• Reduce risks (e.g., data breaches).
• Meeting legal obligations.
• Keeping an overview of vast amounts of data.

 

How do you implement these settings in Purview? ????

1. Plan: Analyze your business processes and compliance requirements.
2. Test: Roll out a retention label first in a limited environment.
3. Train: Make sure employees understand how labels work.

These steps will help you get the most out of Microsoft Purview. ✅ If you need help implementing Microsoft Purview and Retention labels, feel free to contact us.

 

References

¹https://www.microsoft.com/security/business/microsoft-purview

²https://learn.microsoft.com/purview/retention

 

 

About the author

My name is Alta Martes, a specialist in Microsoft 365 and Google Workspace, with a focus on modern workplace management, cloud security and identity & access management. With years of experience, I help organizations optimize their IT infrastructure and create a secure, efficient digital workplace. ???? Need help with your Microsoft 365 strategy?
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