This is the presentation used for Office 365 and SharePoint Connect 2019 in Haarlem. In this session, I explained the record management options in Office 365 - including labels, fileplans, disposition workflows and more. The presentation ends with an overview of things to consider when implementing these options.

2. Dispose with care
The new records management

4. Albert Hoitingh
Solution Architect
Motion10
Microsoft MVP Enterprise Mobility
Microsoft Certified Security Administrator Associate
International speaker
Blog: https://Alberthoitingh.com
Twitter: @Alberthoitingh
Mail: Albert.Hoitingh@Motion10.com

5. Three take aways
1. A look at records management
in Office 365
2. The disposition process
3. A critical look at the options

6. We need to comply with regulatory
compliance
And/or we need to support
eDiscovery
regulatory
compliance
eDiscovery
What is record management?
A record is a piece of information
within the enterprise
It should be retained for a specific
period
It should be disposed using a
process
It should be immutable
piece of information
retained
period
disposed
process
immutable

7. We need to comply with regulatory
compliance
And/or we need to support
eDiscovery
What is record management?
A record is a piece of information
within the enterprise
It should be retained for a specific
period
It should be disposed using a
process
It should be immutable

8. Who’s involved?
Record managers
Compliance and legal officers
Office 365 administrators

9. Traditional record management

10. Traditional record management

11. Can we still use this?

12. Can we still use this?

13. Can we still use this record center?
Yes we can, but….
• Content is moved around
• Only works for SharePoint
• Requires content types
• Requires the content type organizer
and send-to connections
• Does not provide any reporting on
disposition

14. New governance model

15. Retention labels
Used to tag content
Can set retention, expiration or record
status
Are applied by users or automatically
Work on specific locations (excluding
Skype and Exchange public folders)
Require a label policy to be active

16. Label policy
Needed to provide the labels to the
end-user
Several locations covered
Automatic labeling requires an E5
or compliance add-on license

17. Label B
Information
Label A
SharePoint Office 365 Group Exchange OneDrive
Site 1 Site 2
Site 3
Label C
Label D
Group A All mailboxes
Every OneDrive
Site 1 Site 2
Site 3
Group A All mailboxes
One tenant –
multiple labels

18. From the end-user’s perspective
Simply select the label
Works for e-mails, documents and list
items
When applied to a
folder/documentset – all items are
labeled
You can set a default label, but cannot
make it mandatory

19. What about records?
Record Label (Compliance Tag)

20. What about records?
Record Label (Compliance Tag)

22. The fileplan

23. Fileplan
Requires an E5 or compliance add-
on licence
Organize your retention labels
Import and export labels and
structure
Several provisions included

26. The disposition process

27. Disposition review
Requires an E5 or compliance add-
on licence
Allows for controlled disposition of
records
For now, only works for content in
SharePoint (including Office 365
Groups and Teams) and OneDrive
beware!

28. The proces in a nutshell Document/Item/E-mail
Labelled1
Retained and/or
record status
2
Specific action3
Logging/reporting4
Retain based on date/time or event
Copies are retained as well (if
modified/deleted during period)
If it’s not a record, off course
Retention wins over deletion |
Longest retention wins |
Explicit inclusion wins |
Shortest deletion period wins

29. Disposition review process
1
2

30. Disposition review process
3 4
1 2

31. Disposition review process
5
6
3 41 2

32. Disposition review process
5 6
7
3 41 2

34. Where do we stand?

35. Let’s keep in mind
You need the Disposition Management and
View-Only Audit log roles
Some functions require an E5 or add-on
license
You can end-up with lots of labels
Record labels cannot be modified or deleted

36. Things to consider
Disposition reviews do not use groups but individual accounts
No audit trail when updating the retention period
Disposition record (deletions) only remain for a couple of days
Retention based on the date content was labeled only works (for now) for content in
SharePoint (including Office 365 Groups and Teams) and OneDrive beware!
E-mail notifications are sent on a weekly basis. It may take up to 7 days to receive the
notification

37. Thank you so much!
Blog: https://Alberthoitingh.com
Twitter: @Alberthoitingh
E-mail: albert.Hoitingh@motion10.com