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Understanding Compliance in Office 365

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In this session, we will review the compliance features in Office 365, including Advanced Data Governance, Labels, Retention Policies, and Auditing. We will then compare these features against common records management and information management business requirements to see how they stack up. Finally, we will look at tools that can be used to complete your records and information management solution.

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Understanding Compliance in Office 365

  1. 1. CHAT TEAMS Teams Video & Voice Calls MEETINGS FILES Recent Microsoft Teams Downloads OneDrive Join Skype for Business Meeting Exchange Calendar Private Meeting Channel Meeting Files Wiki Tabs Bots (1:Many) Connectors Channels Email Conversations Meet Now Conversation File Video Call Voice Call Organization Activity Tabs Bots (1:1) ACTIVITY Follow Feed Team Activity My Activity Filter Search Notification Settings
  2. 2. Feature Location Chats Exchange – User mailbox Conversation Exchange – Group Mailbox Files in a 1:1 or group chat OneDrive for Business Files in a Team SharePoint Third party file integration Within the 3rd party service Planner Planner Group Outlook email & calendar Exchange – Group Mailbox PowerBI Source Data System Stream (Video) Stream Bots Chat or Conversations in Teams Connectors Conversations in Teams Tabs A Tab provides a view to content that resides in another location Voice & Video Calls Skype for Business
  3. 3. Microsoft Teams Functionality CHAT TEAMS Teams Video & Voice Calls MEETINGS FILES Recent Microsoft Teams Downloads OneDrive Join Skype for Business Meeting Exchange Calendar Private Meeting Channel Meeting Files Wiki Tabs Bots (1:Many) Connectors Channels Email Conversations Meet Now Conversation File Video Call Voice Call Organization Activity Tabs Bots (1:1) ACTIVITY Follow Feed Team Activity My Activity Filter Search Notification Settings
  4. 4. Classification & Labeling Labels Retention Policies *eDiscovery Protection Data Loss Prevention Information Rights Management Service Assurance Monitor & Respond Advanced Threat Detection Supervision Audit Log
  5. 5. Leverage intelligence automate data retention and deletion Labels Retention Policies *eDiscovery Apply actions to preserve high value data in-place and purge what’s redundant, trivial, or obsolete Take Action Automatic Classification Classify data based on automatic analysis (age, user, type, sensitive data and user provided fingerprints) Intelligent Policies Policy recommendations based on machine learning and cloud intelligence
  6. 6. Auto-applied based on sensitive information types Auto-applied based on a search query The label is a record A user has manually applied a label Auto-applied based on a location Another label is older Except when…
  7. 7. When you create auto-apply labels for sensitive information, you see the same list of policy templates as when you create a data loss prevention (DLP) policy.
  8. 8. Query-based labels use the search index to identify content. • Email properties • Site properties • Contact properties • Sensitive data types • Site content shared with external users • Site content shared within your organization
  9. 9. Can only apply a default label to a document library Items inside a document set do not inherit the default label If you move an item with a default label from one library to another library with no default label, the old default label is removed
  10. 10. Can only apply a default label to a document library Items inside a document set do not inherit the default label If you move an item with a default label from one library to another library with no default label, the old default label is removed
  11. 11. A label that classifies content as a record needs to be applied manually; it can't be auto-applied For SharePoint content, any user in the default Members group (the Contribute permission level) can apply a record label to content Only the site collection administrator can remove or change that label after it's been applied You can apply a label to a folder in Exchange but not SharePoint or OneDrive
  12. 12. For SharePoint content, any user in the default Members group (the Contribute permission level) can apply a record label to content
  13. 13. If there are multiple rules that assign an auto-apply label and content meets the conditions of multiple rules, the label for the oldest rule is assigned. PERIOD. NO OTHER OPTION.
  14. 14. Labels are auto-applied Label policy is synced to locations Status = Success (On) Labels applied automatically to content within 7 days
  15. 15. If the label is… Then the label policy can be applied to… Exchange SharePoint OneDrive Groups Published to end users X X X X Auto-applied based on sensitive information types X X Auto-applied based on a query X X X X
  16. 16. PROS CONS Use to identify and action sensitive content Application of Label can be 1-7 days No hierarchy of labels No automatic application of labels to sites, content types, Generic functionality that doesn’t meet local standards Need to have an E5 license for automatic labelling No automatic labelling for records Have to apply document library labels to each location
  17. 17. Can be independent of a label Can be attached to a label. Only retention policies in a label can: • Trigger a disposition review at the end of the retention period, so that SharePoint and OneDrive documents must be reviewed before they can be deleted. • Start the retention period from when the content was labeled, instead of the age of the content or when it was last modified.
  18. 18. • Retaining content so that it can’t be permanently deleted before the end of the retention period. • Deleting content permanently at the end of the retention period. Entire Locations Include or Exclude Organization Wide (limit of 10 org-wide policies and entire-location policies combined) SharePoint OneDrive for Business Groups Skype for Business Exchange Email Exchange Public Folder Users (up to 1000) Groups (up to 1000) Locations (up to 100 sites)
  19. 19. Retention wins over deletion Longest retention period wins Explicit inclusion wins over implicit inclusion Shortest deletion period wins
  20. 20. 1. If the content is modified or deleted during the retention period 2. If the content is not modified or deleted during the retention period 2 1 Preservation Hold Library Document Library First-Stage Recycle Bin Second-Stage Recycle Bin Cleanup Retention Period User Purge Cleanup Permanent Deletion Permanent Deletion 93 Days 7 Days
  21. 21. PROS CONS Simple content clean-up for non-records content A limit of 10 organization wide and location based retention policies Covers Skype for Business and Exchange Content Keeps documents for 93 days after disposition approval No certification of destruction
  22. 22. Thank You to Our Sponsors PLATINUM GOLD SILVER BRONZE
  23. 23. Join us right after at The Urge Socialize and unwind after our day of learning. Urge Gastropub & Common House (practically across the street) 255 Redel Road, San Marcos, CA 92078 https://sm.urgegastropub.com/ Thank you for joining us today! Don’t Forget SharePint
  24. 24. Erica.Toelle@RecordPoint.com

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