In this session, we will review the compliance features in Office 365, including Advanced Data Governance, Labels, Retention Policies, and Auditing. We will then compare these features against common records management and information management business requirements to see how they stack up. Finally, we will look at tools that can be used to complete your records and information management solution.
3. CHAT TEAMS
Teams Video & Voice Calls
MEETINGS FILES
Recent
Microsoft Teams
Downloads
OneDrive
Join Skype for
Business Meeting
Exchange Calendar
Private
Meeting
Channel
Meeting
Files Wiki
Tabs Bots (1:Many)
Connectors Channels
Email Conversations
Meet Now
Conversation File
Video Call
Voice Call
Organization Activity
Tabs Bots (1:1)
ACTIVITY
Follow
Feed
Team Activity
My Activity
Filter
Search
Notification Settings
4. Feature Location
Chats Exchange – User mailbox
Conversation Exchange – Group Mailbox
Files in a 1:1 or group chat OneDrive for Business
Files in a Team SharePoint
Third party file integration Within the 3rd party service
Planner Planner
Group Outlook email & calendar Exchange – Group Mailbox
PowerBI Source Data System
Stream (Video) Stream
Bots Chat or Conversations in Teams
Connectors Conversations in Teams
Tabs A Tab provides a view to content that resides in another location
Voice & Video Calls Skype for Business
5. Microsoft Teams Functionality
CHAT TEAMS
Teams Video & Voice Calls
MEETINGS FILES
Recent
Microsoft Teams
Downloads
OneDrive
Join Skype for
Business Meeting
Exchange Calendar
Private
Meeting
Channel
Meeting
Files Wiki
Tabs Bots (1:Many)
Connectors Channels
Email Conversations
Meet Now
Conversation File
Video Call
Voice Call
Organization Activity
Tabs Bots (1:1)
ACTIVITY
Follow
Feed
Team Activity
My Activity
Filter
Search
Notification Settings
9. Leverage intelligence automate data retention and deletion
Labels
Retention Policies
*eDiscovery
Apply actions to preserve high value data in-place
and purge what’s redundant, trivial, or obsolete
Take Action
Automatic Classification
Classify data based on automatic analysis
(age, user, type, sensitive data and user
provided fingerprints)
Intelligent Policies
Policy recommendations based on machine
learning and cloud intelligence
10.
11. Auto-applied based on
sensitive information types
Auto-applied based on a
search query
The label is a record
A user has manually
applied a label
Auto-applied based on
a location
Another label is older
Except when…
12. When you create
auto-apply labels for
sensitive information,
you see the same list
of policy templates as
when you create a
data loss prevention
(DLP) policy.
13. Query-based labels use the search
index to identify content.
• Email properties
• Site properties
• Contact properties
• Sensitive data types
• Site content shared with external users
• Site content shared within your
organization
14. Can only apply a default label to a
document library
Items inside a document set do
not inherit the default label
If you move an item with a default
label from one library to another
library with no default label, the
old default label is removed
15. Can only apply a default label to a
document library
Items inside a document set do
not inherit the default label
If you move an item with a default
label from one library to another
library with no default label, the
old default label is removed
16. A label that classifies
content as a record
needs to be applied
manually; it can't be
auto-applied
For SharePoint
content, any user in
the default
Members group (the
Contribute
permission level)
can apply a record
label to content
Only the site
collection
administrator can
remove or change
that label after it's
been applied
You can apply a
label to a folder in
Exchange but not
SharePoint or
OneDrive
17. For SharePoint
content, any user in
the default Members
group (the Contribute
permission level) can
apply a record label
to content
18. If there are multiple rules that assign an auto-apply label and
content meets the conditions of multiple rules, the label for the
oldest rule is assigned.
PERIOD. NO OTHER OPTION.
21. If the label is… Then the label policy can be applied to…
Exchange SharePoint OneDrive Groups
Published to end users X X X X
Auto-applied based on sensitive
information types
X X
Auto-applied based on a query X X X X
22. PROS CONS
Use to identify and action sensitive content Application of Label can be 1-7 days
No hierarchy of labels
No automatic application of labels to sites, content types,
Generic functionality that doesn’t meet local standards
Need to have an E5 license for
automatic labelling
No automatic labelling for records
Have to apply document library labels to each location
23.
24.
25. Can be independent of a label
Can be attached to a label. Only retention
policies in a label can:
• Trigger a disposition review at the end of the
retention period, so that SharePoint and
OneDrive documents must be reviewed
before they can be deleted.
• Start the retention period from when the
content was labeled, instead of the age of the
content or when it was last modified.
26. • Retaining content so that it can’t be permanently deleted before the end of the retention period.
• Deleting content permanently at the end of the retention period.
Entire
Locations
Include
or
Exclude
Organization Wide
(limit of 10 org-wide policies and entire-location policies combined)
SharePoint
OneDrive for
Business
Groups
Skype for
Business
Exchange
Email
Exchange
Public
Folder
Users
(up to 1000)
Groups
(up to 1000)
Locations
(up to 100 sites)
27. Retention wins over deletion
Longest retention period wins
Explicit inclusion wins over implicit inclusion
Shortest deletion period wins
28. 1. If the content is modified or deleted during the retention period
2. If the content is not modified or deleted during the retention period
2
1
Preservation
Hold Library
Document
Library
First-Stage
Recycle Bin
Second-Stage
Recycle Bin
Cleanup
Retention Period
User Purge Cleanup
Permanent
Deletion
Permanent
Deletion
93 Days
7 Days
29. PROS CONS
Simple content clean-up for
non-records content
A limit of 10 organization wide and location based
retention policies
Covers Skype for Business and Exchange Content
Keeps documents for 93 days after disposition
approval
No certification of destruction
30.
31. Thank You to Our Sponsors
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32. Join us right after at The Urge
Socialize and unwind after our day of learning.
Urge Gastropub & Common House
(practically across the street)
255 Redel Road, San Marcos, CA 92078
https://sm.urgegastropub.com/
Thank you for joining us today!
Don’t Forget SharePint
Rude FAQ: Is Skype for Business being renamed to Teams? No that was a rumour.
Office 365 eDiscovery:
Data Loss Prevention (DLP): identify, monitor, and automatically protect sensitive information across Office 365
Identify sensitive information across many locations, such as Exchange Online, SharePoint Online, and OneDrive for Business.
Prevent the accidental sharing of sensitive information.
Monitor and protect sensitive information in the desktop versions of Excel 2016, PowerPoint 2016, and Word 2016.
Help users learn how to stay compliant without interrupting their workflow.
View DLP reports showing content that matches your organization’s DLP policies.
Information Rights Management (IRM)
Service Assurance: It’s about transparency
Safeguards confidentiality, integrity, availability and reliability of your data.
Let’s you control access to your data.
Helps you comply with various regulatory standards.
Customer Lockbox
Advanced Threat Detection (ATD):
Interactive tools to analyze prevalence and severity of threats in near real-time.
Real-time and customizable threat alert notifications.
Remediation capabilities for suspicious content.
Expansion of Management API to include threat details—enabling integration with SIEM solutions.
Supervision
Audit Log
The Security & Compliance Center is where all the feature settings are located, within Office 365 tenant admin.
Assign permissions to people in your organization so they can perform tasks in the Security & Compliance Center