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Enforcing your records management policies with Office 365

Enforcing your records management policies with Office 365


>>Hi, I’m Chris McNulty, Senior Product Manager on the Office 365 team
here at Microsoft. Ensuring that information
is protected with retention and records
management policies is essential to our mission
for Office 365. We’re going to take a look
at our Security and Compliance Center
and how we’re using data governance labels to enforce standard policies.
Let’s take a look. Here, I’m going to set up a new label for legal contracts. Once I enter the name, I can optionally add
an administrative or a user description. Let’s continue. I’m going to say this label is
used for retention. Retention is almost always based on a time period for a document, and we may say I want to make
sure this document is kept around for 10 years after
it was originally created. At the end of that period, we can enforce
automatic deletion or have people review it to determine what to do
with the document. Let’s say the document should
be automatically deleted, the timing is correct, and when it was first created. We also could say
the timing should be based on modification, date of classification,
or some sort of external event such as
the expiration of the contract. Finally, I could specify that this label would be used to classify the content as a record, marking it as unchangeable, enforcing the policy to prevent edits while the document
is being retained. Once I create this label, I can then choose
where to publish it to Exchange mailboxes or
to SharePoint sites, OneDrive, Teams, or any
other parts of Office 365. After I publish the label, users can choose it interactively as you’ve
seen directly from inside the document library or specify the policy as a default
at that location. Labels can also be
automatically applied based on keywords in the document or
sensitive information types. Here, I’m choosing among medical and healthcare tests,
financial records, or I can choose my own custom
fingerprints to identify documents that I want to manage with retention and record labels. Here I’ll apply the Canadian PII standards to this document, come up with a policy name,
and as before, I can choose all the places where the automatic
application this label will be enforced
throughout Exchange, SharePoint, OneDrive,
or Microsoft Teams.

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