Microsoft Entra Suite Tech Accelerator
Aug 14 2024, 07:00 AM - 09:30 AM (PDT)
Microsoft Tech Community
Become a Microsoft Purview Data Lifecycle and Records Management Ninja
Published Jul 25 2023 09:00 AM 16.2K Views
Microsoft

 

Welcome to the Microsoft Purview Data Lifecycle and Records Management ninja training! This page shares the top training resources for you to build your expertise.

 

What is Data Lifecycle Management and Records Management?

 

Microsoft Purview Data Lifecycle Management and Microsoft Purview Records Management help to govern your Microsoft 365 data for compliance or regulatory requirements.

 

Microsoft Purview Data Lifecycle Management manages risk and liability by only keeping what you need and deleting what you don’t across your entire digital estate, whereas Records Management manages high value content following the specialized workflows required to meet legal, business, or regulatory recordkeeping obligations.

 

 

Getting Started

 

Microsoft Purview Data Lifecycle and Records Management retains and deletes data. It manages content where users collaborate to prevent productivity loss and reduce risks with defensible disposal and rich audit trails. Learn about how to get started below.

 

Solution Guide

 

 

Do you need some inspiration? Check out these customer success stories.

 

 

Which license and permissions do I need for Data Lifecycle and Records Management?

 

 

Trials and setup guide

 

 

Retain and delete your data

 

How long to retain data and when to delete them is important, as keeping data longer or shorter than your business, legal, or regulatory requirements can cause you to be noncompliant. With Microsoft Purview Data Lifecycle and Records Management, you can apply retention policies and retention labels to locations across Microsoft 365 to keep your data compliant.

 

 

 

 

 

 

 

 

Other uses for retention labels

 

Other than applying retention and deletion to content with retention labels, you can also use retention labels to:

 

 

Use file plan to create and manage your retention labels

 

After you've decided to use retention labels to help you keep or delete files and emails in Microsoft 365, you might have realized that you have many and possibly hundreds of retention labels to create and publish.

 

Learn about how to use the file plan to bulk create and manage your retention labels.

 

 

Other ways to create and manage your retention labels

 

Although the recommended method to create retention labels at scale is by using the file plan from the Microsoft Purview compliance portal, you can also choose to use PowerShell and Graph API.

 

 

Trigger retention based on an event

 

Many times, retention is triggered not based the age of the content, but when a specific event occurs, such as when an employee departs, a contract expires, or when a project closes, learn about how to use event triggered retention to manage content across your organization related to the same employee, contract, or project.

 

 

Record retention label vs. Regulatory retention label

 

You can use retention labels to mark items as a record, or a regulatory record.

 

 

The difference between retention labels, and retention labels that mark an item as a record or regulatory record, are explained below:

 

 

By using retention labels to mark items as a record, you can implement a single and consistent strategy for managing immutable files across your Microsoft 365 environment.

 

 

Automatically apply a retention label to retain or delete content

 

One of the most powerful features of retention labels is the ability to apply them automatically to content that matches specified conditions. In this case, people in your organization don't need to apply the retention labels, Microsoft 365 does the work for them.

 

 

You can automatically apply a retention label using:

 

 

Before you auto-apply your retention label to content, you can also use simulation mode for Data Lifecycle and Records Management to simulate the results as if the auto-labeling policy had applied your selected label, using the conditions that you defined. You can then refine your conditions for accuracy if needed and rerun the simulation.

 

 

Targeted retention to users, groups, and sites using adaptive scopes

 

Have you always wanted to apply retention dynamically based on common attributes and properties, rather than choosing specific users, groups, and sites and having to manually update them they change over time? Then adaptive scope is what you are looking for!

 

 

Scope the administration of Data Lifecycle Management

 

Microsoft Purview Data lifecycle management supports administrative units that have been configured in Azure Active Directory.

 

 

Customize what happens at the end of the retention period

 

When you configure a retention label to retain items for a specific period, you can specify what action to take at the end of that retention period.

 

You can choose from the built-in actions of permanently deleting the item, relabeling the item to a different retention label, deactivating the label, starting a disposition review, or running a Power Automate flow.

 

 

Review and manage the disposition of your records

 

Disposition review ensures that the correct retention has been applied to the content, and to identify if there are reasons to suspend the deletion due to litigation or that the content should be archived and retained instead.

 

 

Running a Power Automate flow at the end of the retention period

 

If you choose to run a Power Automate flow at the end of the retention period, you can customize notifications and approval processes.

 

 

Monitoring your retention labels and activities

 

After you have deployed your retention policies and retention labels, you can use the built in content explorer and activity explorer to monitor and understand retention activities.

 

 

When to use retention policies and retention labels instead of older features

 

If you need to proactively retain or delete content in Microsoft 365 for data lifecycle management, we recommend that you use Microsoft 365 retention policies and retention labels instead of the following older features.

 

 

Integration with Microsoft Syntex

 

Microsoft Syntex is a set of AI-powered cloud content management services. Microsoft Syntex puts content to work – optimizing your business processes and managing your content better. With Microsoft Syntex, you can apply retention labels to the documents that your models identify.

 

 

What’s next?

 

Now that you know about Data Lifecycle and Records Management, take the SC-400 exam to become a certified Microsoft Information Protection Administrator.

 

 

Additional Resources

 

 

Want more Microsoft Purview ninja training?

 

 

2 Comments
Version history
Last update:
‎Nov 29 2023 02:49 PM
Updated by: