Skip to content

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 enable 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 an administrator with the appropriate rights can change or remove the label.
    • When applied to a document, both the content and the metadata become immutable.
    • Documents cannot be moved 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 the 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.

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: Users can theoretically move regulatory records within the same SharePoint library, but 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 prevention. 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.

Retention Labels in Azure Blob Storage

Retention labels in Azure Blob Storage are created and applied through Document Central to meet legal, regulatory, or internal compliance requirements for stored blobs.

The following points apply to retention labels in Azure Blob Storage:

  1. Retention Labels:
    • These labels can be applied by anyone who can update an item.
    • Managed centrally through Document Central.
    • Supports the same compliance features as in SharePoint.
    • Automatic application is possible based on document library or content type.
    • Retention labels on document versions.

Retention labels in Azure Blob Storage provide organizations with a flexible and centralized way to implement legal, regulatory, and internal compliance requirements. By integrating with Document Central, these labels can not only be managed centrally but also applied automatically, for example, based on document libraries or content types.

See also: