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Retention Labels

Retention labels allow you to manage and apply retention policies for documents. Similar to tags, retention labels can be applied to documents to enforce a retention policy. These labels can be applied manually by a user or automatically based on certain conditions.

Retention Labels in SharePoint

Retention labels in SharePoint allow the application of retention settings at the document level to meet legal, regulatory, or internal compliance requirements.

The following retention labels are applicable:

  1. Retention Labels:

    • These labels can be applied by anyone who can update an item.
    • Only a SharePoint user with the appropriate permissions can change or remove the label. The user must be a member of the appropriate SharePoint group (or have equivalent editing rights).
    • When applied to a document, both the content and metadata become immutable.
    • Documents cannot be moved or changed in Document Central.
    • Automatic application is possible based on document library or content type.

  2. Regulatory Record Labels:

    • These labels can be applied by anyone who can update an item.
    • They cannot be changed or removed by anyone.
    • When applied to a document, both the content and metadata are locked and cannot be changed.
    • Documents cannot be moved in Document Central.
    • Automatic application is possible based on document library or content type.

  3. Record Labels:

    • Mark documents as records (Record).
    • These labels can be applied by anyone who can update an item.
    • They can only be changed by a user who is the Site Collection Administrator of the SharePoint site.
    • When applied to a document, both the content and metadata are locked and cannot be changed from Document Central.
    • Documents cannot be moved or changed in Document Central.
    • Automatic application is possible based on document library or content type.

Info

When a label marks a document as a Record, SharePoint sets a lock status on the document (Locked or Unlocked).

  • When Locked, the document is protected and cannot be changed or deleted in SharePoint.
  • When Unlocked, metadata changes are possible in SharePoint. Document Central still prevents changes in Business Central.

Only users with the appropriate permissions can change/remove retention labels on records and toggle the record lock status.

Site Collection Administrator

Important

When a SharePoint site is created through Document Central, an Azure Microsoft 365 group with the same name is created. If a user is added as the Owner of this group, they become the Site Collection Administrator for this SharePoint site.

If the SharePoint site was created externally, the Microsoft 365 group may not exist. In this case, Site Collection Administrators must be manually configured in the SharePoint Admin Center (Active sites). More information

Regulatory record labels are ideal for situations where it is critical to ensure that a record remains unchanged. These labels should be used with caution; once applied, they permanently lock the record and its metadata, making any changes impossible.

Key differences between regulatory record labels and other label types:

  • Restricted Movement: While users can theoretically move regulatory records within the same SharePoint library, this is not recommended, as Document Central does not support moving documents with a retention label.

  • Fixed Retention Periods: Administrators cannot shorten the retention period set by a regulatory record label in the Compliance Center.

  • Irreversible Site Deletion: If a SharePoint site with regulatory records is deleted, it cannot be restored. This underscores the permanence of these records.

  • Opt-In Feature: Regulatory record labels are disabled by default in Microsoft 365. To enable them, administrators must use PowerShell to ensure that only those with appropriate understanding have access. This precaution prevents the accidental permanent locking of important content.

The introduction of regulatory record labels provides enhanced retention options that are invaluable for organizations seeking to achieve the highest compliance standards. These labels ensure that important records and their metadata remain permanently unchanged and provide a robust tool for meeting stringent legal requirements.

Important

To use labels in Microsoft 365, including retention labels and regulatory record labels, you typically need one of the following plans with compliance and data protection features:

  1. Microsoft 365 E5: This plan includes advanced compliance and security features and is ideal for organizations that require comprehensive data protection features, including regulatory record labels.

  2. Microsoft 365 E3 with Compliance Add-on: While Microsoft 365 E3 offers basic compliance features, you can add the "Advanced Compliance" add-on to gain access to features like regulatory record labels.

  3. Office 365 E5: Similar to Microsoft 365 E5, this plan includes advanced compliance features but does not include Windows 10 and Enterprise Mobility + Security. It is suitable for organizations focused on Office and productivity applications.

  4. Office 365 E3 with Compliance Add-on: Like Microsoft 365 E3, Office 365 E3 also includes standard compliance features, with the option to add advanced features through the Compliance Add-on.

  5. Microsoft 365 Compliance Center: Through the Microsoft 365 Compliance Center, you can access various compliance solutions, including information governance and data loss protection. The availability of specific features depends on your subscription plan.

It is important to review the specific features of your current plan and consider any necessary add-ons to fully utilize the functionality for labels and compliance. For detailed information and to ensure the necessary features, it is advisable to consult a Microsoft sales representative or visit the official Microsoft website.

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