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Office 365 and SharePoint Connect 2019 - Dispose with care

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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.

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Office 365 and SharePoint Connect 2019 - Dispose with care

  1. 1. Dispose with care The new records management
  2. 2. 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
  3. 3. Three take aways 1. A look at records management in Office 365 2. The disposition process 3. A critical look at the options
  4. 4. 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
  5. 5. 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
  6. 6. Who’s involved? Record managers Compliance and legal officers Office 365 administrators
  7. 7. Traditional record management
  8. 8. Traditional record management
  9. 9. Can we still use this?
  10. 10. Can we still use this?
  11. 11. 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
  12. 12. New governance model
  13. 13. 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
  14. 14. Label policy Needed to provide the labels to the end-user Several locations covered Automatic labeling requires an E5 or compliance add-on license
  15. 15. 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
  16. 16. 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
  17. 17. What about records? Record Label (Compliance Tag)
  18. 18. What about records? Record Label (Compliance Tag)
  19. 19. The fileplan
  20. 20. Fileplan Requires an E5 or compliance add- on licence Organize your retention labels Import and export labels and structure Several provisions included
  21. 21. The disposition process
  22. 22. 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!
  23. 23. 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
  24. 24. Disposition review process 1 2
  25. 25. Disposition review process 3 4 1 2
  26. 26. Disposition review process 5 6 3 41 2
  27. 27. Disposition review process 5 6 7 3 41 2
  28. 28. Where do we stand?
  29. 29. 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
  30. 30. 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
  31. 31. Thank you so much! Blog: https://Alberthoitingh.com Twitter: @Alberthoitingh E-mail: albert.Hoitingh@motion10.com

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