Posted in Governance, Information Management, Products and applications, Records management, Retention and disposal, SharePoint Online

Office 365 – Security and Compliance – Records Management section

Microsoft have introduced a new ‘Records Management’ section in the Security and Compliance portal of Office 365. In many respects, this is simply a re-ordering of what was already in place however it keeps logical elements together, including the new ‘File Plan’ option.

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File Plan

The new File Plan option appears when a new retention label is created as shown below.

O365_Classifications_Labels_FilePlan1

Editing the file plan descriptors section brings up the following options, which allows organisations to ‘map’ a File Plan (or BCS) to retention and disposal policies.

O365_Classifications_Labels_FilePlan2

Each of these sections allow you to choose from an existing option or add a new one.

If retention policies have been mapped to a file plan, these mapped policies can be viewed when clicking on the ‘File Plan’ section under Records Management, which displays the File Plan according to the Label, allowing the records manager to view these labels as part of a File Plan …

O365_Compliance_RecordsManagement_FilePlan1

… or just the Policies:

O365_Compliance_RecordsManagement_FilePlan2

Events

The Events section will only have content if any of the retention policies is linked with a pre-defined event. These events will be listed in this section.

O365_Compliance_RecordsManagement_Events

 

Posted in Governance, Information Management, Products and applications, Records management, Retention and disposal, SharePoint Online

Office 365 Records Management update

In my post Applying retention periods to SharePoint document libraries and disposal/disposition actions I included a series of screenshots including one that showed the list of records due for disposal and an option to filter this by site URL.

The site URL filter option has been replaced with ‘Type’ (documents or emails) and ‘Search’ options as shown in the screenshot below. To filter by the site URL, simply enter all or part of that URL in the search option as shown. Actions can then be taken on all documents in that site library.

O365_CompliancePortal_RecordsManagement_DispositionListf

Note that you can Export this date, but also note that the ‘Pending disposition’ section does not display any additional metadata that may be been associated with the documents. Accordingly, it may still be necessary to return to the original library, export all the metadata, and then save that manually to keep a record of what was destroyed.

The ‘Disposed items’ shows a list of records that have been disposed of. It is not yet clear how long this information will remain in this area. Also note that the Disposed items section does not include the ability to search, thereby to refine the list of documents to a site or library.

O365_CompliancePortal_RecordsManagement_DispositionListe