Retention Policies vs. Retention Labels
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- Опубликовано: 4 окт 2024
- Retention Label, Retention Label Policies, and Retention Policies. How do they differ and how are they the same? In this video we'll cover the differences between these retention components of Microsoft 365. I'll also demonstrate how to create a retention policy and how it protects and retains your data compared to a retention label.
Please check out other videos in this series:
Retention Label Policies in Microsoft 365: • Retention Label Polici...
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I had been so confused with retention policy and retention label.. You clearly it brilliantly in 8 minutes.. Cannot thank you enough.. Thanks a lot..
Your very welcome Rani. Thank you for the kind words.
Great explanation!
Great video series. Waiting for more such videos.
Thank you Aaron. Sorry I haven't posted anything in a while. Been away from things, but I'm back and will be posting new content here and in my blog space.
Thanks for the video - policies vs labels is a bit confusing !
Your welcome El.
Hi David, great content. Are you going to upload more videos?
Hi Dal. Sorry I haven't posted anything in a while. Been away from things, but I'm back and will be posting new content here and in my blog space.
lol, I understood everything
Thank you for the feedback
A question David. Hopefully you can answer please. If I set a retention policy for 1 year on all mailboxes and at the end of the retention period, I choose to do nothing instead of "delete items automatically" what happens to do the deleted emails? Is it in the recoverable items? Also as per your video using the same scenario as above, if I do choose at the end of the retention period and set to "delete items automatically" what happens after a year once the retention period has ended? Can administrators still search for the emails even though it is over a year old via content search?
If the content has reached the end of it's retention period they will be moved to the secondary recycle bin for automatic removal based on the environments configuration. For Exchange, it will be removed entirely. When this occurs, it will no longer be discoverable by eDiscovery
Thank you David for this video, the picture/diagrams finally got the light bulb to turn on. So, The pros with Retention Labels/Label policies is that each document/folder/library can be set to different policies i.e. either 2 years or 5 years or none. Cons are that users 'could' choose not to set the label AND the major one that I am searching for is that items do not go through disposition and get deleted without letting site owners know it is gone. Do you have any suggestions on allowing site owners to get notified? The only solution I can come up with is 1) out of the box alerts for deleted items, 2) checking recycle bin every month (yuck) or getting a reporting tool to list out files that haven't been modified in X months that are about to get trashed. Thanks again for your video!
Hi Jonathon. Sorry for the late reply. When I did this video notifying the site owners would have been a manual process. But now you can integrate with Power Automate and you have a lot more options available to you. I'll be doing a blog and video on that soon.
Great Video David thank you :)
If a Retention policy is assigned to the M365 Teams group, does that affect the documents stored in that Teams group? Or is it best to target SharePoint sites directly for documents?
Hi Dan. Sorry for the late reply. I hope to do better moving forward. For anyone coming to this video later, a retention policy will affect the data in a Team and Team chat depending on the target. If I have a chat retention policy it will affect the chat. If I have a document retention policy it will affect the documents contained within the SharePoint site. If you are looking for retention of content that is shared in a chat or channel message, well that is when the policy is applied to your OneDrive. Because when sharing content in Teams messages, it is done via OneDrive.
Thank you David. The explanation is awesome. However, we tried to implement the same with you Office E3 trial account. The policy gets applied successfully and documents are labelled properly. However, when the retention period expires the items are not getting deleted. Can you suggest a possible reason behind it?
Sorry for the late response. I have not been able to keep up with my social media lately. I would expect that you likely have moved on, but if not, or if others come along with a similar issue, I'll try to answer here. When you were waiting for it to delete, how much time after the expected disposition did you wait? It won't be immediate and, at times, may take a week or so. On top of that, the information is not immediately disposed of completely. It will go to the secondary recycle bin first until expunged from there under normal routines (up to 93 days).
Hi David. Hopefully I ask you a quick question. I have a retention policy set for all Exchange which retains data for 7 years and then delete. I also have a label for HR staff of retain for 3 years and delete. If you have policy for all Exchange mailbox data but apply a separate label to a specific email do labels take precedence over policies?
They do not. Remember, the order of precedence will apply here. Whether it is a label or a policy, the order of precedence will apply. In this case, the policy will hold the data for 7 years, even after the data should have been deleted due to the label. Hope this helps explain it.
It seems like MS already changed this to Information Protection under MS Purview 😡😡
Hi Andre, I realize that I am very late to replying to this. I have not been doing a great job on keeping up with my videos and I hope to fix that moving forward. Having said that, for anyone else coming to the video Records Management controls are located in two places: Data Lifecycle Management (for E3 capabilities) and Records Management (for E5 and E3 capabilities). Information Protection is where sensitivity labels are located.