Knowledge base

November 03, 2024

3 Essential Settings for Retention Labels in Microsoft Purview

 

Microsoft Purview is the solution for organizations that want to manage and secure their data¹. Retention labels play a crucial role in this by determining how long information is retained and when it can be deleted. But what makes a retention label effective? Here are 3 essential settings you absolutely must not miss! 🔒

 

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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