In modern workplaces we often see that data start to grow in very large scales. For some companies managing large number of data it often becomes a huge challenge to come in control of what data should be retained and what should be deleted.
There could be several reasons for creating a retention policy: e.g. due to legal regulations or internal company polices. But we all have run into situations loosing overview of if our documents were actually deleted as required.
A retention policy defines the rules of:
- What data should be retained
- How long should data be retained
The retention policy definition in general is quite simple: What should be retained and for how long? But the work to get it defined can be more complex. Therefore you should look into the below sections.
Data classification
To get a well defined retention policy in place you first need to classify your data. You can look at classifications as a way to “Categorize” your data. But classification is more a policy thing than just categorizing content.
Data classification is a standard governance operation which can help you in other situations as well.
By putting your data into classifications, you first of all help yourself creating an overview of what data you actually manage. But secondly you also prepare your solutions for applying sensitivity labels and automated retention which is supported in Microsoft 365.
It is recommended to keep your overall classifications limited to 2 to 3 classification subjects. You could have a requirement to expand this limit. If so, you should consider using retention policies combined with retention labels.
Examples of classifications:
- Sensitive – “Sensitive” data often contains personal or business critical content. As a company you often want to protect this data with extra security and retention.
- Private – data that is classified as “private” can be used to determine if the content should be protected by certain security policy, but at the same time a retention policy may also apply to this type of data.
- Public – data that is classified as “public” usually doesn’t contain sensitive data but a retention policy is often very important because public data often seem to grow fast.
As you can see from the above, you can use classifications for different purposes. Retention policy is just one.
Use the Microsoft 365 built-in retention policies
As a part of your Microsoft 365 governance you should always consider how content should be managed. If you look into the Microsoft 365 product you actually have great options for automating this management through retention policies.
One important thing to remember is that retention policies work different for Microsoft 365 services. Thus, retention for e.g. Outlook/Exchange is different from OneDrive/SharePoint.
You can apply a retention policy for a single service or one policy for all services depending on your requirements.
The following Microsoft 365 services supports retention policies:
- Exchange
- SharePoint
- OneDrive
- Microsoft 365 Groups
- Skype for Business
- Exchange public folders
- Teams channel messages
- Teams chats
- Yammer community messages
- Yammer private messages
Combining retention policies with retention labeling
An effective way of automating your retention policies is to apply retention labeling. With labeling you can apply a label to a single document, e-mail or conversation and then ensure the retention policy is met.
Adding retention to your labeling is effective if your want your users (mostly editors) to apply retention themselves. The users often have the knowledge about the data, so they often also know how data should be treated. For example your HR department is more aware of how employee data should be handled rather than your IT support department.
Remember, while retention policies alone can be used to apply automatic retention on a higher level e.g. on SharePoint site collection or mailbox level, labels with retention policies can be applied to single items (documents, mails etc.). When an item is labeled to an item the retention policy applied follows the item if it is moved to another location within your Microsoft 365 tenant. This is not the case for retention policies in general. For more details, see this link.
Configuring your retention policies in Microsoft 365
As mentioned earlier above you can configure your retention policies to target any supported Microsoft 365 service individually or as a global policy.
To start configuring you retention policies in Microsoft 365, look at this article: Link.
Below is a list of links to each service that can be configured:
FAQ about retention policies in Microsoft 365
Is retention policies restricted by Microsoft 365 user license? Retention policies added tenant wise by a global administrator applies to all users in the tenant regardless of user license.
Users with F1, F3, E1 licenses assigned does not have access to manage retention policies in the Microsoft 365 Compliance Center.
Where can I find information about how to create retention policies? The official documentation from Microsoft can be found here: Link
Can you apply retention labels automatically? Yes you can – see this article in order to setup automatic retention labels: Link
Is retention labels and retention policies a substitute for Records Management? No, not really. In fact Records Management is an addition to retention labels where you can add even more features: Link
Can you apply retention based on events? Yes, you can. Using retention labels, you can trigger retentions based on an event. E.g. if a user leaves the company, the user’s content should be retained for X period of time: Link
Find more information on Microsoft’s official governance documentation dashboard: Link
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