Records Management for Microsoft Teams and Groups
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Microsoft Teams and Groups provide a powerful solution for cross-silo collaboration. Yet, these tools can create a challenge for records management. How can we maintain a manageable file plan and compliance strategy when anyone can provision a workspace? In this presentation, we will discuss compliance features provided in Office 365 for Microsoft Teams and how you can use them to manage Teams and Groups content for compliance purposes.
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Records Management for Microsoft Teams and Groups
- 5. Scenarios By Role Get the Microsoft Teams Role Guide Here!
- 6. 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
- 7. ACCESS MANAGEMENT SHARED INBOX FILES NOTEBOOKCALENDAR Connectors Use Across O365 Distribution List
- 8. 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
- 10. Classification & Labeling Labels Retention Policies *eDiscovery Protection Data Loss Prevention Information Rights Management Service Assurance Monitor & Respond Advanced Threat Detection Supervision Audit Log
- 12. 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
- 14. 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…
- 15. 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.
- 16. 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
- 17. Can only apply a default label to a document library Items inside a document set do 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
- 18. 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
- 19. For SharePoint content, any user in the default Members group (the Contribute permission level) can apply a record label to content
- 20. 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.
- 21. Labels are auto-applied Label policy is synced to locations Status = Success (On) Labels applied automatically to content within 7 days
- 23. 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
- 24. PROS CONS RECORDPOINT Use to identify and action sensitive content Application of Label can be 1-7 days Provides real time classification of content A label can be used by RecordPoint to refine a classification No hierarchy of labels Can prioritize labels No automatic application of labels to sites, content types, Has localized certifications, such as Generic functionality that doesn’t meet local standards Can use a label as input Need to have an E5 license for automatic labelling Works with any SharePoint license No automatic labelling for records Automatic labelling of records and all content Have to apply document library labels to each location Can apply classifications from a central location
- 26. • Attached to 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 • Can start the retention period from when the content was labeled, instead of the age of the content or when it was last modified
- 27. • 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 Location Policies Include or Exclude Organization Wide policies SharePoint OneDrive for Business Groups Exchange Email Users (up to 1000) Groups (up to 1000) Locations (up to 100 sites)
- 28. Retention wins over deletion Longest retention period wins Explicit inclusion wins over implicit inclusion Shortest deletion period wins
- 29. 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
- 30. PROS CONS RECORDPOINT Simple content clean-up for non-records content A limit of 10 organization wide and location based retention policies No limit on the number of retention policies Covers Skype for Business and Exchange Content Keeps documents for 93 days after disposition approval Dispose of document immediately on approval No certification of destruction Provides a fully auditable certification of destruction Covers social feeds and file share content, with more coming Legal hold integrates with Office 365 Can retain content in places
- 32. 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
- 33. Microsoft Groups Functionality ACCESS MANAGEMENT SHARED INBOX FILES NOTEBOOKCALENDAR Connectors Use Across O365 Distribution List
- 34. Feature Location Compliance Chats Exchange – User mailbox Follow the Office 365 retention policy or label applied to the user’s mailbox Conversation Exchange – Group Mailbox Follow the Office 365 retention policy or label applied to the Team mailbox Files in a 1:1 or group chat OneDrive for Business Follows the Office 365 retention policy or label applied to the user’s OneDrive Files in a Team SharePoint Follows the Office 365 retention policy or label applied to the SharePoint site Third party file integration Within the 3rd party service Third party service Planner Planner No compliance functionality Group Outlook email & calendar Exchange – Group Mailbox Follow the Office 365 retention policy or label applied to the Team mailbox
- 35. Feature Location Compliance PowerBI Source Data System The service where the data resides would manage compliance policies, not PowerBI Stream (Video) Stream No compliance features Bots Chat or Conversations in Teams As of 4/21: Messages from and To Bots are not being captured correctly in the Compliance Content Search process Connectors Conversations in Teams As of 4/21: Messages from Connectors that get written into channels are not being captured in the Compliance Content Search process Tabs A Tab provides a view to content that resides in another location The service where the data resides would manage compliance policies Voice & Video calls Skype for Business Follow the compliance policy applied to the user
- 36. Labels Retentioning Complex Labelling Complex Retentioning Manage Multiple Content Sources Records Management Physical Records High Certifications (DoD)
Editor's Notes
- Who is it for?
- Rude FAQ: Is Skype for Business being renamed to Teams? No that was a rumour.
- Office 365 eDiscovery: Data Loss Prevention (DLP): identify, monitor, and automatically protect sensitive information across Office 365 Identify sensitive information across many locations, such as Exchange Online, SharePoint Online, and OneDrive for Business. Prevent the accidental sharing of sensitive information. Monitor and protect sensitive information in the desktop versions of Excel 2016, PowerPoint 2016, and Word 2016. Help users learn how to stay compliant without interrupting their workflow. View DLP reports showing content that matches your organization’s DLP policies. Information Rights Management (IRM) Service Assurance: It’s about transparency Safeguards confidentiality, integrity, availability and reliability of your data. Let’s you control access to your data. Helps you comply with various regulatory standards. Customer Lockbox Advanced Threat Detection (ATD): Interactive tools to analyze prevalence and severity of threats in near real-time. Real-time and customizable threat alert notifications. Remediation capabilities for suspicious content. Expansion of Management API to include threat details—enabling integration with SIEM solutions. Supervision Audit Log
- The Security & Compliance Center is where all the feature settings are located, within Office 365 tenant admin. Assign permissions to people in your organization so they can perform tasks in the Security & Compliance Center
- Manual label will always override automatic label
- Manual label will always override automatic label
- Who is it for?
- Who is it for?