Category: Exchange

Office 365 Retention, Disposal and archiving. How hard can it be?

If you are using Office 365 and want to define rules for retention, disposal and archiving, it is not something that is particularly difficult to activate (It is rare that features are difficult to activate…).

The big job is in the planning required to ensure that you set it up correctly and that you know which labels to use in your organization to control it and which sources you should enable it on.

collector-3930337_1920
What information should be saved and/or deleted and/or archived? When, where and for how long?

Often organizations have the desire that the services and solutions they will use shall be configured based on “Best Practice” (unaware that this actually requires that they themselves (often with some amount of assistance), with great probability, must do a comprehensive homework).

sad-544730_1920
We know what most people like about homework…

An organization must, simply, have a full overview and control of its information and have defined which requirements and guidelines apply before you can press the button (or ask someone else to press it).

war-3038098_1920
Have you done your homework? Does it feel like you have control over what you should know? Then, with good conscience, you can press the button (or let someone else do it).

When you have analyzed and planned carefully and have full control over the types of information you manage, You have two options:

  • Automate everything
  • Let the users themselves classify/tag the information they produce.

Regardless of which option you choose, you should first carry out an information classification project. (It is something that everyone should do regardless of having control over what information the organization handles. Especially if you are subject to some compliance requirements).

Read more about what options you have and how it actually works in Greg Taylor’s article “Office 365 Retention, Disposal & Archiving – Frequently Asked Questions (And We’ve Got the Answers!)

Using policies in Office 365 in order to retain and/or delete content

Many of us are like squirrels. We collect and store more content than we can/should consume.

squirrel

After some time the content of our Office 365 Tenant becomes a “Content Flea Market”. One of the challenges with a flea market is that it is difficult to get an overview of what is valuable and what is worthless.

junk-1680921_1920

What if we could have a function that cleans away old unimportant content and that also ensures that we keep current and important content as long as we need to keep it?

Surely You have a whole lot of various content stored in Your Office 365 Tenant. Probably some of this content should not be deleted and most likely You would benefit from deleting a whole lot of other content that does not qualify as useful, valid or current.

qualification-68841_1280

In Your Office 365 Environment (Exchange, OneDrive and SharePoint)

  • Do you have a requirement to retain content for a minimum period of time?
  • Do You want to permanently delete old content that you are no longer required to keep?
  • Do You want to ensure that your users only work with content that is valid, current and relevant to them?
  • Do You want to be able to select where the policy should be applied?

Here is an overview of retention policies in Office 365 works and how to do implement it!