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Labelling in Microsoft 365 - Retention & Sensitivity
The document discusses data classification, retention, and sensitivity labeling within Microsoft 365, emphasizing the importance of a comprehensive data governance strategy amidst increasing compliance costs and regulatory updates. It highlights tools and policies for effectively managing data protection and retention while addressing challenges faced by users and organizations in a fragmented data landscape. Key features include sensitivity labels, retention strategies, and automated processes to classify and manage data throughout its lifecycle.
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Labelling in Microsoft 365 - Retention & Sensitivity
- 1. M365 Chicago –2021 Drew Madelung Labelling in Microsoft 365: Retention & Sensitivity
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- 4. Help Us ImproveOurConference! Help Our Speakers Improve! https://otsn.live/M365CHI-Feedback
- 5. Drew Madelung Email :drew.madelung@protiviti.com Twitter : @dmadelung Website: drewmadelung.com Associate Director – Cloud Applications
- 6. Data Classification Labelling inM365 Sensitivity Labels Retention Labels Labelling in Microsoft 365: Retention & Sensitivity M365 Chicago 2021 Demos on Demos
- 7. Where is everyonewith data classification & labels?
- 9. The market isfragmented and confusing Breach notification Supervision GDPR Information governance Data loss prevention Archiving Fraud prevention Information protection eDiscovery Privacy Records management Access management Hundreds of compliance controls Hundreds of vendors
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- 13. 163 zettabytes ofdata a year will be created by 2025 Cost of compliance continues to increase year over year 200+ updates per day from 750 regulatory bodies
- 14. Adopt a comprehensivedata governance strategy Leverage the shared responsibility model Use integrated tools that span end to end scenarios 163 zettabytes of data a year will be created by 2025 200+ updates per day from 750 regulatory bodies Cost of compliance continues to increase year over year
- 15. Unified approach todiscover, classify & label Automatically apply policy-based actions Proactive monitoring to identify risks Broad coverage across locations and applications Data growing at exponential rate Label Discover Classify Unified approach Devices Apps Cloud services On-premises ISVs, 3rd-party Sensitive data discovery Data at risk Policy violations Monitor Label Analytics Proactive alerts Supervision Protection Governance Encryption Restrict access Watermark Header/Footer Archiving Retention & deletion Records management Event based Apply policy Comprehensive policies to protect and govern your most important data – throughout its lifecycle
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- 17. Powered by Sensitivity labelsRetention labels Description Labels to classify and protect emails, documents, Sites, Groups Labels to classify and preserve emails & documents in M365 – Exchange, SPO, Groups Label Settings • Encryption • Content Marking • DLP • Conditional Access Controls • Retention • Deletion Label Persistence Yes No Deployed to User Container
- 18. Get to knowthe admin center(s) Centralized administration for controlling your Microsoft 365 technologies Split into • security.microsoft.com • compliance.microsoft.com Protection.office.com is still used and you will still need it
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- 22. Powered by Microsoft InformationProtection at three levels Sensitivity Labels
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- 24. Powered by Sensitivity Labelsfor files & email
- 27. Powered by Sensitivity Labelsfor containers
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- 31. Do you havea strategy for retaining and managing regulatory and business critical data? Do you know what your regulatory requirements are for your organization? Do you know where the data resides requiring retention? Do you have established guidelines on the information lifecycle of this data from creation thru disposal?
- 32. Retain Retain andDelete Delete Retention can… Keep Access Requests for at least 5 years Keep customer information for 10 years and then delete Keep Team collaboration content no longer than 8 years
- 33. Classify and governdata and records intelligently Manual Location SharePoint, OneDrive, Exchange, Teams, Skype, Yammer, Groups Metadata and property E.g., Content type Trainable classifiers 6 OOTB + built your own E.g., resumes, contracts, those that are not easily found by pattern recognition Sensitive information types 100+ OOTB + custom E.g., financial, healthcare, privacy Keywords and queries E.g., “Project Foo”, “change management” Classify Automated Policy Retention period E.g., 7 years retain + delete; 7 days delete Level of immutability Retention, record, or regulatory record labels Actions Only retain, delete automatically, disposition review Enforcement point Event-based or when content was created, last modified, labeled Document understanding SharePoint Syntex Machine teaching models part of business processes Does it look like… Does it contain…
- 34. Keeping data longerthan needed or required… • imposes significant costs and risks for your organization Removing data sooner than you should… • may cause undue hardship if it’s required for business reasons • may make you non-compliant with policies and government regulations tools to manage retention and policy-based deletion are needed to balance these needs in a uniform way
- 35. Retention wins over deletion 1 Longest retentionperiod wins 2 Explicit inclusion wins over implicit inclusion 3 Shortest deletion period wins 4 Tie-breaking flow
- 36. • Best fortargeted retention scenarios • Can be applied automatically or by end- users • Have more choices than a Retention Policy for timing • Can trigger a disposition review before removal • Can add metadata to label to enhance administration
- 37. Site Document library Folder Document • Retention Labelsare published to a site making it available to all lists and libraries on the site • Document Libraries, Folders, and Document Sets can have a DEFAULT retention label • End user can manually apply a Retention Label on a document or folder • Labels can be auto-applied • Labels can make a document a ‘Record’
- 38. Can be age-basedor event-based Age-based: - From created date - From last modified date - From date it was labeled Event-based: - From an event date - Examples: - When a contract expires - When an employee leaves
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- 42. What are thethings I can do today based on my licensing?
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- 44. Problems of security Users need to access data from any device, location End user Data admin/Compliance admin Challenge in training users on security policies Bottomline: Protect data & have happy users Who should I share and what kind of data? Where can I save what kind of data? What are my company policies and how do I remember those? Bottomline: Just need to get the work done
- 45. Crawl-Walk-Run Strategy Goals Ideasfor each phase Time to get started “A measured, gradual approach to adopting something new allowing for incremental improvements along the way.”
- 46. What’s the advantageof Crawl-Walk-Run? Allows you to start without having it all figured out Allows for incremental improvements Eases information workers into the world of protection and retention Some protection and retention is better than nothing
- 47. Questions? Email: drew.madelung@protiviti.com Twitter: @dmadelung Website:drewmadelung.com Slides: http://bit.ly/DrewSlides
- 48. Labelling in Microsoft 365 –Retention & Sensitivity M365 Chicago 2021