Retain your data using Retention Labels

Comply proactively with industry regulations and internal policies that require you to retain content for a minimum period of time.

Reduce your risk in the event of litigation or a security breach by permanently deleting old content that you are no longer required to keep.

Help your organization to share knowledge effectively and be more agile by ensuring that your users work only with content that is current and relevant to them.

Retention settings that you configure can help you achieve all these goals. Managing content commonly requires two actions:

  • Retaining content so that it cannot be permanently deleted before the end of the retention period.
  • Deleting content permanently at the end of the retention period.

With these two retention actions, you can configure retention settings for the following outcomes:

  • Retain-only: Retain content forever or for a specified period of time.
  • Delete-only: Delete content after a specified period of time.
  • Retain and then delete: Retain content for a specified period of time and then delete it.

Retention policies can be applied to the following locations:

  • Exchange email
  • SharePoint site
  • OneDrive accounts
  • Microsoft 365 groups
  • Skype for Business
  • Exchange public folders
  • Teams channel messages
  • Teams chats

Tailor your retention needs

Retention polices and can be applied globally or to specific Microsoft services such as Microsoft 365 Groups, Exchange Online, SharePoint, and OneDrive.
Labels can be applied automatically or manually to content that contains sensitive info, specific words or phrases, or properties that will be specific to the organization. Types of data that can be protected for example are:

  • Financial Data (Regional specific, PCI DSS, UK and EU credit and debit card numbers, etc)
  • Medical and Health
  • Privacy (GDPR)

Example: RedSpot Solutions, requires a 7 Year data retention rule for all financial information stored by their business. A policy can be created that will preserve this data for 7 years. After this period, their Finance Director receives an automatic notification. This will allow her to review the data and mark it for deletion. This can also be targeted to their specific Finance SharePoint library, without affecting other data within the organization.

Please give us a call or email our helpdesk for more information on how you can use retention labels for your business.