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Taking a Crawl-Walk-Run Approach to Office 365 Retention - Ottawa SPUG (no demos)
This document summarizes a presentation on implementing retention in Office 365 using a crawl-walk-run approach. It discusses key concepts like retention labels, policies, and disposition reviews. It also outlines a staged approach starting with defining some key labels, then expanding to targeted labels and policies. Gaps in Office 365 retention capabilities and the roadmap for future improvements are also summarized.
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Taking a Crawl-Walk-Run Approach to Office 365 Retention - Ottawa SPUG (no demos)
- 1. CRAWL, WALK, RUN ASOUND APPROACH FOR IMPLEMENTING OFFICE 365 RETENTION A PRESENTATION BY JOANNE C KLEINOTTAWA SHAREPOINT UG 2019
- 2. Hi! I’m Joanne! @JoanneCKlein joannecklein@nexnovus.com joannecklein.com SharePoint& Office 365 consultant | Speaker | Trainer | Mentor | Saskatchewan SharePoint & Office 365 UG
- 3. AGENDA • What isCrawl-Walk-Run? • What is Advanced Data Governance? • Staffing up for Retention • Retention Labels and Retention Policies • The Crawl-Walk-Run stages • What are the Gaps? • What’s on the Roadmap?
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- 6. WHAT IS CRAWL-WALK-RUN? “It’sa measured, gradual approach to adopting something new to generate a high-degree of success, allowing for incremental improvements along the way.”
- 7. THE CRAWL-WALK-RUN ADVANTAGE Allowsyou to start without having it all figured out Allows for incremental improvements Eases information workers into the world of retention Some retention is better than none
- 8. RETENTION AND DATA GOVERNANCE INOFFICE 365
- 9. OFFICE 365 ADVANCEDDATA GOVERNANCE Microsoft started rolling out Advanced Data Governance in April 2017 with its focus on a single administrative interface and approach designed to apply retention across ALL workloads.
- 10. DATA GOVERNANCE ISACROSS ALL WORKLOADS Exchange SharePoint OneDrive for Business Teams Yammer Sway Skype for Business Yammer Planner Anything inside Office 365 should be subject to the governance policy set by the organization …
- 11. LEAVE THE DATAIN PLACE! • Leave data in its native repository instead of moving it elsewhere • Integrate technologies across all Office 365 applications eDiscovery can be done in-place Hardware/softwa re costs reduced ‘Chain of custody’ easier to prove Less opportunity for security breach
- 12. OFFICE 365 ADVANCEDDATA GOVERNANCE A “POLICY-DRIVEN” FRAMEWORK • Import from other repositories into Office 365 so it can be managed consistently • Enforce retention policies across all Office 365 workloads • Delete data no longer needed thru policies across all Office 365 workloads • Classify information while you work and automatically recognize the sensitivity of some information Import Retain Delete Classif y Where does Advanced Data Governance fit into Microsoft’s Information
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- 14. STAFFING UP FORRETENTION • Compliance Officer • Records Manager • Retention Administrator • Disposition Reviewers • Data Stewards • Training/Adoption expert
- 15. SECURITY & COMPLIANCEPERMISSIONS • Reviewer – see documents assigned to them in eDiscovery • Records Management – manage and dispose record content • eDiscovery Manager – perform eDiscovery searches and place holds on content • Compliance Administrator – create and manage retention policies, records management, retention settings, manage settings for device management, etc.
- 16. RETENTION READINESS FOROFFICE 365 • File Plan • Regulatory Requirements • Information Management Team Office 365 Retention training • How will the File Plan translate into Office 365 capabilities? • Know how to use the tools and monitor its usage
- 17. WHAT IS ARETENTION LABEL? Site Document library Folder Document Defined in Security & Compliance Center Retention Labels are published to a site making it available to all lists and libraries on the site Document Libraries & Folders can have a DEFAULT retention label End user can set a Retention Label at the document level Labels can make a document a ‘Record’ “Retain for 2 years, then delete” “Retain for 7 years” “Declare the document a record, retain forever” “Delete if older than 3 years”
- 18. ADDING A RETENTIONLABEL 1 2 3 4 For days, months, years OR forever Delete automatically or disposition review When it was created, last modified, labeled OR an event Make it a “Record” 1 2 3 4 You have one chance to get these settings
- 19. RETENTION LABELS: GOODTHINGS TO KNOW! • Same permissions required as updating metadata (Contribute) • Moving a document from 1 folder to another will not change the label • Moving/copying a document into a library with a default label will not set the label but ‘New’ and ‘Upload’ will • End user can remove a label (unless it’s a record) • You cannot make a label required • You cannot default an entire site to a label • SharePoint Search managed property is ComplianceTag
- 20. SEARCH FOR WHERE ALABEL WAS APPLIED ACROSS ALL WORKLOADS
- 21. END-USER EXPERIENCE WITHLABELS
- 22. LABELING A DOCUMENTAS A RECORD The item can’t be deleted. The item can’t be edited. The label can’t be changed. The label can’t be removed.
- 23. DEFINING YOUR RETENTIONLABELS Start with your organization’s File Plan Decide on Retention Labels to fill out Retention strategy Rationalize them down to a manageable number Validate each label against 3 rules Categorize your labels into ‘Types’ Serves a distinct purpose Has a name easily understood by information workers (validate them!) Has a place(s) where they should be stored
- 24. TYPES OF RETENTION LABELS THECROWN JEWEL LABELS Incorporation Documents Patents Board Meeting minutes Contracts Budgets Policies
- 25. TYPES OF RETENTION LABELS BOILERPLATELABELS Business Record Work in Progress Team Knowledge
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- 27. SharePoint Exchange OneDrive Label Policy A Location(s)to publish the labels Budget Policy Budget Contract Policy Patent Invoice Label Policy B Location(s) to publish the labels Policy Patent Invoice 1 Office 365 Groups Labels Locations Include/exclude 1:n, All Include/exclude 1:n, All Include/exclude 1:n, All Include/exclude 1:n, All 2
- 28. PUBLISHING A RETENTIONLABEL TO A LABEL POLICY STEP 1: select the labels you want to publish
- 29. PUBLISHING A RETENTION LABEL •STEP 2: where do you want to publish it?
- 30. DEMO RETENTION LABELS “Business Record” label “TeamKnowledge” label “Contract” label
- 31. TYPES OF RETENTION LABELS AUTO-APPLYLABELS Credit Card Customer # Personal Information Custom Value
- 32. AUTO-APPLY LABELS • SensitiveInformation types • Keyword query
- 33. AUTO-APPLY LABEL: GOODTHINGS TO KNOW! • Auto-apply can take up to 7 days to apply a label • Auto-apply doesn’t work against Exchange • Auto-apply will NOT apply a label deemed a “record” • Cannot currently apply retention based on SharePoint metadata (but this is coming!)
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- 35. DISPOSITION REVIEW –WHAT IS THIS? • Some regulations require this • Configured per Retention label • Weekly email sent to reviewers • Individual • Mail-enabled Security Group
- 36. DISPOSITION REVIEW • Cando bulk approval • Can export for a Certificate of Destruction
- 37. DISPOSITION REVIEW: GOOD THINGS TO KNOW… • Oneapproval level only • In a group, if 1 person approves it, it’s approved • Only configurable with a retention label
- 38. CATCH-ALL POLICIES • DefaultRetention Policies • “Container” model • Works in the background • Works alongside Retention labels • Map Retention Policies to: • Org-wide • Select group of locations • PowerShell: Site Templates
- 39. 2 KINDS OFPOLICIES RELATING TO RETENTION! • Label Policy • Defined in Security & Compliance Ctr • Associated with a retention label • User sees it and can apply a label • No extra library required • Retention Policy • Defined in Security & Compliance Ctr • Not associated with a retention label • User is unaware retention is applied • Uses Preservation Hold Library on site Both can be published to the same site at the same time!
- 40. ADD A RETENTIONPOLICY 1 2 3 4 • days, months, years OR forever • created, last modified • Delete it automatically (**No disposition review option!!) • Auto-apply 1 2 3 4
- 41. PUBLISH A RETENTION POLICY • Wheredo you want to publish it?
- 42. LIMITS OF RETENTION POLICIES • Limitof 10 organization-wide retention policies per tenant • Exchange email: no more than 1000 included/excluded mailboxes per retention policy • SharePoint: cannot include/exclude more than 100 sites • Groups: cannot include/exclude more than 100 Groups • OneDrive: cannot include/exclude more than 1000 accounts
- 43. PRESERVATION HOLD LIBRARY •Site Contents shows it as a “List”, but it’s a library • Only Site Collection Admins can see it
- 44. EDISCOVERY SEARCH LOOKSIN THE PRESERVATION HOLD LIBRARY
- 45. DEMO RETENTION POLICIES “Top Secret Project”Retention Policy
- 46. TEAMS CHAT RETENTION POLICY •For legal/risk concerns • If targeting a specific user, chats will be removed out of that user’s mailbox after the deletion period but will remain in the other user’s mailbox they were chatting with
- 47. ROT IN SHAREPOINT RedundantTrivial Obsolete How can we avoid the shared network drive “ROT” in SharePoint? Can we?
- 48. TIP TO GETRID OF ROT IN SHAREPOINT Apply a Deletion Policy to the site to delete content ‘X’ years after last modified to remain compliant with regulatory requirements 01 Publish Retention labels to the same SharePoint site for information workers to selectively apply to content they REALLY want to keep 02 Redundant Trivial Obsolete RETENTION POLICY + LABEL POLICY
- 49. BLANKET ROT RETENTIONPOLICY + TEAM LABEL POLICY One of these labels have been applied to a doc: • Team Knowledge – keep for 7 years then review • Business Record – keep forever, declare record Delete docs 5 years after last modified UNLESS… Redundant Trivial Obsolete
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- 51. AN ITEM CANCOME UNDER RETENTION IN ONE OF THESE WAYS: • Directly assign a label to an item • A location comes under the scope of an org-wide or non-org-wide retention policy • SharePoint site owner assigns a default label to a library • An auto-apply label is assigned Explicit assignment is always favored over an implicit assignment
- 52. PRINCIPLES OF RETENTION • 2retention options at the same time? • Document with a label • Retention Policy on the site Which retention option would apply?
- 53. PRINCIPLES OF RETENTION Retentionwins over deletion 1 Longest retention period wins 2 Explicit inclusion wins over implicit inclusion 3 Shortest deletion period wins 4 Tie-breaking flow
- 54. PRINCIPLES OF RETENTIONEXAMPLES Document has a label to retain for 5 years. The site has a Retention policy to retain all content for 2 years… • Documents would be kept for a minimum of 5 years 01 Document library has a default label to retain for 5 years. An end-user applied a label to a document to retain for 4 years and delete…. Document would be kept for 4 years and deleted 02 Document has a label to delete after 3 years. The site has a Retention policy to delete all content after 2 years… • Document would be deleted after 3 years 03
- 55. TRAINING/ADOPTION… THE COMMONTHREAD ACROSS CRAWL-WALK-RUN • The impact of retention on the collaboration experience • Make training part of each stage • Get end-user feedback and adjust!
- 56. GOVERNANCE TRAINING CENTER (RETENTIONIS ONLY PART OF IT…) • SharePoint Communication site • Your organization’s Retention Labels – what do they mean in layman’s terms • Include practical governance guidance: • Why do we need retention? What’s the risk? • How do I apply a label? • Can I remove a label? • What’s a record? • Who’s my data steward? Data Governance is everyone’s responsibility!
- 57. BACK TO CRAWL-WALK-RUN Whatare the prerequisites?
- 58. PREREQUISITES • Have RetentionLabels defined • Have Assigned roles in the Security & Compliance Center • Have Governance Processes in place • Have Governance Training Center in place • Roll out org-wide information-worker data governance training • Have Data Stewards trained across organization
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- 60. A GOOD PLACETO START… • 2 or 3 Retention Labels (Crown Jewels) • Controlled group of users • Steps: Design Information Architecture Create and Publish Retention labels to select workloads Build composite solutions to assist Train information workers • Test out the Disposition Review process Get feedback Monitor usage Learn and documen t
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- 62. WHAT CAN WEADD IN THE WALK STAGE? • All Crown Jewel labels • Add Targeted labels • Test with controlled group of users Get feedback Monitor usage Learn and documen t
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- 64. WHAT CAN WEADD IN THE RUN STAGE? • Publish Boilerplate labels across sites You need to get these right! • Auto-apply labels if you can • Retention Policies to “blanket” cover your content where it makes sense • Data Governance in place to audit label usage Get feedback Monitor usage Learn and documen t
- 65. WHAT ARE THEGAPS IN OFFICE 365 RETENTION? No Multi- stage retention 01 Only 1 label can be applied at a time 02 Disposition review is not multi-level approval 03 Auto-apply is search-based so… not immediate 04 E5 license required for advanced capabilities 05 Multilingual labels not available 06
- 66. CAN OFFICE 365MEET ALL OF YOUR RETENTION NEEDS? This Photo by Unknown Author is licensed under CC BY-SA
- 67. IMPORTANT THINGS TO CONSIDER • Worksagainst content stored only in Office 365 • Auto-apply can take up to 7 days to apply a label • Auto-apply doesn’t work against Exchange • Auto-apply will NOT apply a label deemed a “record” • Cannot currently apply retention based on SharePoint content types/metadata • Cannot do a disposition review on content under a retention policy • Disposition review & Event-based retention require an E5 license
- 68. PROS OF USINGOFFICE 365 RETENTION CONTROLS • Keep Office 365 content IN Office 365 • Allows you to protect and retain content from the moment of creation • End-users do not have to go to multiple locations for content • eDiscovery, search can find it • Tools like Delve, MyAnalytics, Search are more valuable when data stays inside Office 365 • Apply consistent protection across ALL workloads • Define retention control in one place, apply everywhere
- 69. MICROSOFT ISV’S HELPFILL THE GAP • Either a stop-gap or permanent integration with a 3rd-party product • My preference is if you’re going to do this, integrate with a product that allows information to stay within Office 365 and NOT move it elsewhere
- 70. RETENTION ROADMAP COMING Q4 2018 SOON Content Types and Metadata Automaticapplication of retention labels based on SharePoint content types and metadata File Plan Import, manage, and classify multiple retention using Excel-based File Plan formats Immutable labels An irreversible label making it unchangeable and undeletable
- 71. RETENTION ROADMAP COMING “LATER” Automatic policy basedon classifications Flow used to set labels and dispose of documents Label explorer – Advanced Data Governance Retention against Planner and Yammer
- 72. Thank you! Questions? @JoanneCKlein joannecklein@nexnovus.com joannecklein.com SharePoint &Office 365 consultant | Speaker | Trainer | Mentor | Saskatchewan SharePoint & Office 365 UG