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Audit Proof

Audit-Proof – Legally Compliant Document Storage in Document Central

An audit-proof ensures that documents in Document Central are stored and managed in a legally compliant manner. This means: documents are traceable, immutable, and retained in accordance with legal requirements.

The foundation for this is formed by so-called retention labels. These are created in the Microsoft Purview Compliance Center, synchronized with SharePoint Online, and then used in Document Central.

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A retention label defines:

  • that a document must not be deleted,
  • and how long it must be retained.

The assignment of labels is done automatically or manually depending on the configuration. A priority model is used, which considers whether a label was defined on metadata, content types, or document libraries.

The priority model in Document Central refers to the order in which retention labels are applied when multiple configurations could apply simultaneously. The model determines which configuration level takes precedence, for example, if a document could receive a label via metadata as well as via a content type or document library.

Additionally, access controls ensure that only authorized user groups can view, edit, or delete documents or change retention labels. This ensures that all actions comply with compliance requirements and that the integrity of the document storage is maintained.

To create an audit proof, follow these steps:

  1. Start in the Document Central Role Center.
  2. Click on Compliance in the navigation area.
  3. Select the menu item Audit Proof.
  4. Choose one of the following actions:
    • Send to...
    • Print
    • Preview
  5. If you select Send to..., a dialog opens to choose the desired format (e.g., PDF, Word).
  6. Select the desired format and click OK.
  7. The document is created in the selected format and automatically downloaded.

See also