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7 ways to auto-apply retention labels in Office 365 - THR2071

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20 minute theater session from Microsoft Ignite 2019 conference. Videos are embedded to show the current ways to automatically apply a retention label.

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7 ways to auto-apply retention labels in Office 365 - THR2071

  1. 1. Hi! I’m Joanne! @JoanneCKlein joannecklein@nexnovus.com joannecklein.com SharePoint & Office 365 consultant | Speaker | Trainer | Data Protection, Data Retention, eDiscovery
  2. 2. Retention labels can… EXCHANGE MAILBOX ONEDRIVE SITE SHAREPOINT SITE OFFICE 365 GROUP DeleteRetain & Delete Retain
  3. 3. Retention labels can be applied automatically 2 3 4 5 6 7
  4. 4. #1
  5. 5. What’s a use-case? “Approved Budgets” document library
  6. 6. The Setup… 1. Create “Budgets” retention label to retain for 7 years then delete 2. Publish to Budget SharePoint site
  7. 7. #2
  8. 8. What’s a use-case? Fiscal month folders in Finance library
  9. 9. What’s a use-case? Fiscal month folders in Finance library The Setup… 1. Create ‘Financial info’ retention label 2. Publish to ‘Finance Corner’ SharePoint site
  10. 10. #3
  11. 11. Flexible sensitive data discovery
  12. 12. What’s a use-case? Retaining customer information
  13. 13. Insert Video The Setup… 1. Build a custom sensitive information type for customer # 2. Create “Customer Info” retention label
  14. 14. #4, #5, #6 are all search-based
  15. 15. #4
  16. 16. Auto-apply based on a keyword query
  17. 17. What’s a use-case? Retain Exec team content for 10 years ~/sites/Exec ~/sites/ExecutiveTeam ~/sites/ExecutiveCommittees Site:"https://<tenant>.sharepoint.com/sites/Exec*" NOT filetype:aspx
  18. 18. The Setup… 1. Create “Executive” retention label to retain for 10 years
  19. 19. #5
  20. 20. Auto-apply based on Content Type ContentType:”ContentTypeName” BUDGETS BOARD MEETING MINUTES CONTRACTS PURCHASEORDERS
  21. 21. What’s a use-case? Project documents ContentType:’Project Document’
  22. 22. Insert video The Setup… 1. Create “Project Document” content type across project sites 2. Create “Project” retention label to retain for 5 years after last modified date
  23. 23. #6
  24. 24. Auto-apply based on a metadata value DOCUMENTTYPE BUDGETSTATUS CONTRACTSTATUS EXPIRYDATE
  25. 25. What’s a use-case? Corporate Policies
  26. 26. Insert Video The Setup… 1. Add PolicyExpiryDate as metadata to library 2. Map PolicyExpiryDate crawled property to a RefinableDate managed property 3. Define ‘Corporate Policy’ retention label to retain 7 years after labeled
  27. 27. #7
  28. 28. Auto-apply from a Microsoft Flow
  29. 29. What’s a use-case? Anywhere custom logic is required
  30. 30. MicrosoftFlow The Setup… 1. Create ‘Budgets‘ retention label 2. Publish to SharePoint site where you want to apply it
  31. 31. 7 Ways to Auto-apply a Retention label #2 – Automatically apply at a folder or document set level #3 – Auto-apply based on a sensitive information type #4 – Auto-apply based on a keyword query #5 – Auto-apply based on a content type #6 – Auto-apply based on a metadata value #7 – Automatically set using Microsoft Flow 2 3 4 5 6 7
  32. 32. WHAT’S NEXT? Trainable Classifiers
  33. 33. My “Don’t shoot the messenger” slide… Feature covered in session today Office 365 E3 Office 365 Gov G3 Office 365 E3 + Advanced Compliance add-on Office 365 E5 or Microsoft 365 E5 Microsoft 365 E5 Compliance Manually apply label Yes Yes Yes Yes #1 – Automatically set by library default No Yes Yes Yes #2 – Automatically set by folder default No Yes Yes Yes #3 – Auto-apply for sensitive information type No Yes Yes Yes #4 – Auto-apply for keyword No Yes Yes Yes #5 – Auto-apply for content type No Yes Yes Yes #6 – Auto-apply for metadata value No Yes Yes Yes #7 – Automatically set by Flow Yes Yes Yes Yes Licensing

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