In place vs in place management of records in Microsoft 365

The ability to manage records 'in place' in SharePoint has existed since around 2013. But this is not the same thing as leaving records where they were created or captured and managing them there - 'in place'. This post explains the difference between the two 'in place' options. In brief: The Microsoft 'in place' model …

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A decision tree for managing records in SharePoint and Teams

One of the first things to understand, when managing records in Microsoft 365, is where the records are stored. Generally speaking, most records will be stored in either (a) Exchange mailboxes (which also store the 'compliance copies' of Teams chats) or (b) SharePoint sites (including sites linked with MS Teams). Some emails may be copied …

Classifying records in Microsoft 365

The classification of records is fundamental recordkeeping activity. It is defined in the international standard ISO 15489-1:2016 (Information and Documentation - Records Management) as the 'systematic identification and/or arrangement of business activities and/or records into categories according to logically structured conventions, methods and procedural rules'. (Terms and Definitions, 3.4) The purpose of classification is defined …

All the ways SharePoint sites can be created

SharePoint is a core foundational element in Microsoft 365. It is primarily used for the storage of digital objects (including pages) in document libraries and rows and columns of data in lists. It is ubiquitous and almost impossible to remove from a Microsoft 365 licence because it 'powers' so many different things. While the idea …

Using MS Teams without an Exchange Online mailbox

When people chat in Microsoft Teams (MS Teams), a 'compliance' copy of the chat is saved to either personal or (Microsoft 365) Group mailboxes. This copy is subject to retention policies, and can be found and exported via Content Search. But what happens if there is no Exchange Online mailbox? It seems the chats become …

Recordkeeping roles and permissions in Microsoft 365

(Updated 3 September 2020 with reference to customised admin roles) Microsoft 365 is a cloud-based collaboration and content system that includes a wide range of functionality to create, capture and manage records, primarily in SharePoint Online but also in OneDrive for Business, Exchange Online and in MS Teams.  This post outlines the roles and permissions …

What happens if you mix label-based retention policies and non-label retention policies on the same SharePoint site?

Two types of retention policy can be created in Microsoft 365: Label-based retention policies, where the label is used to define the retention and retention outcomes. Labels must be published in a retention policy, a process that includes determining where the labels will be applied and appear ('explicit') to end users. Non-label-based retention policies, where …

A Tale of Two Retention Policies in Microsoft 365

There are two ways to create retention policies in Microsoft 365 - (a) by creating a label and publishing it as retention policy, or (b) creating a retention policy without a label. Both are created from the Information Governance section of the Compliance portal in Microsoft 365. This post describes how the policies are created …

Managing MS Teams chat as records

(The image above was part of collector’s album issued in 1930 by Echte Wagner, a German margarine company. Source - https://flashbak.com/wonderful-futuristic-visions-of-germany-by-artists-in-1930-381451/) On 19 May 2020, Tony Redmond published a very helpful article on the Office 365 for IT Pros website titled 'Using Teams Compliance Data for eDiscovery'. In the article, Tony describes where and how …

Applying multiple retention policies to a SharePoint Online site

Many organisations have complex records retention requirements that are described in records retention schedules, disposal authorities or records authorities. For example: There may be different 'levels' of retention depending on the 'state' of a record. The final versions of certain records may have a longer retention requirement than the working versions. For each business function …