Tutorial / Cram Notes
In-place records management allows records to be managed in their current location. This way, users can work with records without having to move them to a separate records center, which simplifies the user experience and reduces the complexity of the records management process.
Configuring In-Place Records Management
Before you can manage records in SharePoint Online, you must first configure in-place records management for your organization. This includes activating the Record Management feature in the SharePoint Admin Center. To do this, follow these steps:
- Navigate to the SharePoint Admin Center.
- Select the ‘More features’ option.
- Under the ‘Record management’ section, click ‘Open’.
- Here, you can activate or deactivate the Record Management feature.
Retention Labels and Policies
With in-place records management, you can classify and manage content using retention labels and policies.
- Retention Labels: These are tags that you apply to content to ensure that it’s retained or deleted according to your organization’s retention schedule.
- Retention Policies: A set of rules that dictate how and when content labeled with retention labels should be managed.
You can create and publish retention labels in the Microsoft 365 compliance center, and then users or administrators can apply these labels to content in SharePoint Online.
Examples of Retention Labels:
| Retention Label | Description |
|---|---|
| Financial Records | Retains financial documents for seven years. |
| Contract Agreements | Retains signed contracts for five years post contract conclusion. |
| Employee Records | Retains employee-related documents for the duration of employment plus five years. |
Applying Retention Labels
To apply a retention label to a document, follow these steps:
- Navigate to the document library in SharePoint Online.
- Select the document you want to apply the label to.
- Click on the ‘Information’ panel on the right side, or go to the document’s properties.
- Under ‘Apply label’, choose the appropriate retention label.
Using Retention Policies Effectively
Retention policies can be applied at the site level or to specific libraries, folders, or documents. Policies can be set to retain content for a specified duration, after which the content can be disposed of through deletion or a records review process.
Creating a Retention Policy
- Go to the Microsoft 365 compliance center.
- Navigate to the ‘Solutions’ > ‘Information governance’ > ‘Retention’.
- Click on ‘Create a policy’.
- Follow the prompts to specify policy settings, such as the locations, retention duration, and disposition action.
Monitoring Compliance
To ensure that your records management strategy is compliant with regulations, SharePoint Online provides several tools for monitoring compliance, such as reports and dashboards in the Microsoft 365 compliance center. These tools can help you review activity related to document retention and record declaration.
Disposition of Records
Once a record reaches the end of its retention period, a disposition review can be triggered if it was set up in the retention policy. Here, authorized individuals can determine whether to delete the record or extend its retention.
Implementing Records Management Best Practices
- Regularly Review and Update Policies: Ensure that retention labels and policies reflect current regulatory requirements and business needs.
- Train Users: Educate end-users on how to correctly apply retention labels to maintain records compliance.
- Audit and Report: Utilize the auditing and reporting features to keep track of record management actions and ensure policy adherence.
In summary, in-place records management in SharePoint Online involves configuring records management features, creating and applying retention labels, setting policies, and reviewing compliance and disposition actions. By understanding and implementing these practices, candidates can effectively manage records within SharePoint Online, which is a key component of the Microsoft Information Protection Administrator role examined in the SC-400 certification.
Practice Test with Explanation
T/F: In SharePoint Online, in-place records management allows you to retain or delete content based on specific policies without moving the content to a separate records repository.
Answer: True
Explanation: In-place records management in SharePoint Online lets you manage records without the need to transfer them to a distinct archive or records center site.
T/F: Once a document is declared as a record in SharePoint Online, any user can change its record status.
Answer: False
Explanation: When a document is declared a record, it is protected from editing or deletion, and typically only users with specific permissions can change its record status.
Which feature must be activated to use In-Place Records Management in a SharePoint Online site collection?
- A) Content Type Syndication Hub
- B) Library and Folder Based Retention
- C) In-Place Records Management
- D) Managed Metadata Service
Answer: C) In-Place Records Management
Explanation: The In-Place Records Management feature must be activated at the site collection level to manage records within SharePoint Online.
T/F: Record declaration availability is controlled at the library, folder, and document set levels in SharePoint Online.
Answer: True
Explanation: SharePoint Online allows record declaration settings to be configured at different levels, including the library, folder, and document set levels.
Which of the following is a valid retention option for in-place records in SharePoint Online?
- A) Immediately delete records after they are created
- B) Retain records indefinitely
- C) Retain records for a specific period and then delete
- D) All of the above
Answer: D) All of the above
Explanation: SharePoint Online’s records management system allows for different retention options, including immediate deletion, indefinite retention, or retention for a specified duration before deletion.
T/F: Once a content type is marked as a record, it can no longer be edited or deleted in SharePoint Online.
Answer: True
Explanation: Declaring a content type as a record in SharePoint Online generally makes it immutable, preventing editing or deletion to ensure compliance.
To implement in-place records management in SharePoint Online, which action must be taken first?
- A) Enable the Audit log reports
- B) Create a Document Center site
- C) Activate the In-Place Records Management feature
- D) Configure Information Rights Management (IRM) policies
Answer: C) Activate the In-Place Records Management feature
Explanation: The first step in implementing in-place records management is activating the feature at the site collection level.
T/F: In SharePoint Online, you can use both manual and automatic record declaration options.
Answer: True
Explanation: SharePoint Online provides the flexibility to declare records manually by a user or automatically based on pre-defined rules or policies.
Which of the following can be configured to help automate record declaration in SharePoint Online?
- A) Workflow
- B) Retention labels
- C) Information management policies
- D) All of the above
Answer: D) All of the above
Explanation: Workflows, retention labels, and information management policies can be leveraged to automate the process of declaring records in SharePoint Online.
When a record is locked in SharePoint Online, which of the following cannot be done?
- A) View the record
- B) Copy the record
- C) Edit the record’s metadata
- D) Delete the record
Answer: D) Delete the record
Explanation: Once a record is locked in SharePoint Online, it is protected from deletion and editing, although viewing and copying are still permissible.
T/F: In-place records management in SharePoint Online is compatible with third-party eDiscovery tools.
Answer: True
Explanation: SharePoint Online’s in-place records management system is built to work seamlessly with both Microsoft and third-party eDiscovery tools.
Which of the following permissions are required to declare or undeclare records in SharePoint Online?
- A) Edit
- B) Full Control
- C) Contribute
- D) Read
Answer: B) Full Control
Explanation: Typically, declaring or undeclaring records in SharePoint Online requires Full Control permissions due to the sensitivity and potential legal implications of altering a record’s status.
Interview Questions
What is in-place records management?
In-place records management is a feature in Microsoft SharePoint Online that allows organizations to apply retention labels to content and have them automatically managed in-place.
What is a retention label?
A retention label is a way to identify content that needs to be retained for a specific period of time. Labels can be applied to different types of content, such as files, folders, and email messages.
How do you create a retention label in SharePoint Online?
You can create a retention label by going to the Records Management section of the Microsoft 365 compliance center and selecting the “Create a label” option. You can then specify the label name, retention period, and other settings.
What is a retention policy?
A retention policy is a collection of retention labels that are applied to specific locations in SharePoint Online, such as a site or a document library.
How do you create a retention policy in SharePoint Online?
You can create a retention policy by going to the Records Management section of the Microsoft 365 compliance center and selecting the “Create a policy” option. You can then specify the policy name, retention labels, and other settings.
What is the difference between in-place and centralized records management?
In-place records management allows organizations to apply retention labels and manage content within the same location where the content is stored. Centralized records management, on the other hand, involves moving content to a separate archive location.
What is auto-apply?
Auto-apply is a feature in SharePoint Online that allows organizations to automatically apply retention labels to content based on certain conditions, such as the content type or metadata.
What is an example of an auto-apply scenario?
An example of an auto-apply scenario is applying a retention label to all customer contract documents that are stored in a specific SharePoint site.
How do you enable auto-apply in SharePoint Online?
You can enable auto-apply by going to the Records Management section of the Microsoft 365 compliance center and selecting the “Auto-apply labels” option. You can then specify the conditions for the auto-apply.
What is a record?
A record is a type of content that has been identified as having long-term business value and is subject to retention and disposition policies.
What is the difference between a record and a non-record?
The difference between a record and a non-record is that a record has been identified as having long-term business value and is subject to retention and disposition policies, whereas a non-record does not have the same level of importance.
What is disposition?
Disposition is the process of deleting or destroying content that has reached the end of its retention period.
How do you configure disposition in SharePoint Online?
You can configure disposition by creating a disposition review workflow, which is a process for reviewing content before it is deleted or destroyed. You can also specify the settings for disposition in the retention policy.
What is a file plan?
A file plan is a document that outlines an organization’s record retention requirements and provides guidance for managing records throughout their lifecycle.
How do you use a file plan in SharePoint Online?
You can use a file plan in SharePoint Online by creating a retention schedule that aligns with the requirements outlined in the file plan. The retention schedule can be used to manage records throughout their lifecycle, from creation to disposition.
Great blog post on implementing in-place records management in SharePoint Online!
How do you handle records retention policies in SharePoint Online?
Does applying a retention label affect document versioning?
Fantastic guide, really cleared up my doubts!
I encountered an issue when trying to automate label application. Any advice?
Thanks! This blog is really helpful.
Can anyone explain the difference between in-place records management and eDiscovery?
What are your best practices for maintaining compliance in SharePoint Online?