How to Implement Retention Policy in SharePoint?

Today SharePoint We will discuss the steps of implementing Retention Policy for Online. :)

In modern business organizations, the size and volume of data is increasing exponentially and storage space is filling up quickly. Cloud platforms provide the flexibility to increase storage space, but require constant monitoring and management to protect data. The number of emails, attachments, documents, chat messages and other items fills up storage space in the shortest time. Effective management is necessary for the following reasons:

  • Reduce the risk of data loss due to litigation or login breach – Deleting old and unimportant data and protecting accounts from unauthorized access.
  • Following industry regulations and protocols – There are various industry regulations that force businesses to retain their old data for a limited period of time. SharePoint backup solutions preserve the structure of the data and help the user make the best use of the Retention Policy.
  • Sharing useful information between users – You must help users to provide the latest and relevant information to complete their tasks.

How Does SharePoint Retention Policy Affect Data?

When any data is included in the Retention Policy, it does not show any indication or message to the data. The user can continue to access their documents as if nothing has changed. However, when the user deletes or changes any item, a copy of the same file is placed separately. SharePoint items are saved in the Retention Library.

How to apply a retention policy to SharePoint Online items?

In SharePoint Online, you can apply retention tags to individual folders or to all folders in bulk.
You can apply a retention tag to any item in a SharePoint library, such as Word, Excel, and even OneNote files. Non-MS Office files such as PDFs, images, notes, sites, etc. can also be retained.

Configure SharePoint retention policy

Retention Policy is not a rigid system, but a flexible policy creates different policies to protect data from various threats.

Playing https://compliance.microsoft.com/ We are logging in.

Then we come to the Data Loss Prevention section.

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When we come to the DLP section, we need to create a policy here. We come to the Polices step and click Create Policy.

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The first step in creating a policy is to select a category, MicrosoftYou can use the categories created by , or you can create your own category with the Custom option. Or you can filter by selecting a country.

Our second step will be to create a name for the policy.

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In our next step, we need to select the policy we created and select the service. Since we are going through SharePoint in this article, we will disable all services except Sharepoint.

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Select the option to detect when the policy will run on Office 365 data.

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In the next step, we continue with the protection actions menu. Here you can create a report with the selections you have made.

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You can choose who can access shared SharePoint and OneDrive files. You can also leave the settings to their default types.

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You can test the created policy or turn it on/off.

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The last step is to review your settings and you can click on the Submit button to create.

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The policy creation process is complete and it may take 24 hours for it to become active. We used a ready-made policy here, but you can configure your own policies, Microsoft 365 can provide users with great flexibility in this area.


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