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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

Different licensing requirements apply for the use of retention labels, records, and regulatory records in Microsoft 365.

  1. Microsoft 365 Business Premium or Microsoft 365 E3: These plans support the manual application of retention labels as well as the application of labels by users. Scenarios where Business Central automates the assignment of labels to documents via a task queue are also supported.

  2. Microsoft 365 E3 with Microsoft Purview Suite (formerly Compliance Add-on): If regulatory records are to be used, the Microsoft Purview Suite is required in addition to the E3 license.

  3. Microsoft 365 E5 / E5 Compliance: A Microsoft 365 E5 license is not required for the use of retention labels, records, and regulatory records through Business Central. The automated application of labels via a task queue in Business Central does not correspond to the Microsoft Purview auto-labeling included in the Microsoft 365 E5 plan and therefore does not require a Microsoft 365 E5 license.

  4. Microsoft Purview Compliance Portal: The Microsoft Purview Compliance Portal can be used to manage retention labels, records, regulatory records, and other compliance features. The available functionality depends on the assigned licenses.

Please note that every user who uses retention labels or records must have an appropriate license. A minimum of Microsoft 365 Business Premium or Microsoft 365 E3 is required for the use of retention labels and records.

  • Retention Labels: Business Premium or E3
  • Records: Business Premium or E3
  • Regulatory Records: E3 + Microsoft Purview Suite

It is recommended to check the current licensing terms from Microsoft, as licensing models and included features may change over time.

See also: