Office 365 data policy best practices

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Regular Contributor

we have a policy in the office 365 where it triggers emails and sends to the admin and owner about "the  item being protected by the Organisational policy".

 

could you please let me know the best practices for this. What should ideally be the process for

1) if the owner wants to share the information

2) second question whether or not it should be done this way

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