What's new with Document Retention in SharePoint and OneDrive for BusinessAstrid McCleanSenior Program ManagerMicrosoft

SPC267

Information explosion

1.4X

44X

Microsoft Vision for Compliance Features

Empower the User

Enable the Compliance

Officer

In Place and Extensible

Easy for IT

Exchange, SharePoint, Windows

Outlook, Word, PowerPoint, SharePoint,

Mobile Apps

Exchange, SharePoint, Lync, AD, File Server,

third partiesExchange, SharePoint

Compliance Features

DeleteDiscoverPreserve

Good deletion, preservation and legal hold policy management goes beyond email content

Manage storage and risk proactively

SharePoint Retention (Delete) Policies

Project Sites

Team Sites

(Structured data)

• Site Policies

• Content Type Policies

• In-Place Records

Records ManagementControlled Business Information

• Records Center

• In-Place Records

Document Deletion Policies

Records ManagementRecords CenterIn-Place Records

Content Type PoliciesIndividual List/Library Policies

Multiple StagesRecords ManagementWorkflow

Site PoliciesManages whole site lifecycle

Existing SharePointRetention policies

Existing SharePointRetention policies

Content Type Policies

Reduce risk by deleting data with policy

Unstructured Data OneDrive for Business Team Sites

Does not replace existing records management or content type policies.

Introducing …

Document Deletion Policies

Centrally Managed

Easy to define

Contain one or more delete rules

Document Deletion Policies

Delete RulesDelete Action

Permanently Delete Move to recycle bin

Date calculated from Created Date Last Modified Date

Time Period Years Months Days

E.g. Delete 5 years from created date

Compliance officers create policies, which can be assigned to …..

Site Collection Templates (including MySite)

Individual Site Collections

Policies can be marked as default and mandatory

Document Deletion Policy Assignment

When policies are not mandatory .. Site owners can

choose an alternate policy or opt-out of the policy

Document Deletion Policies

Site Owner Control

Document Deletion Policy Center

Demo: Document Deletion Policies

One active policy per site

Only one delete rule is active at a time for libraries within the site.

Delete rules act on individual documents

Only document libraries are affected

Document Deletion Policies

When document deletion policies are applied:

Content Type Policies ignored

List/Library Policies ignored

Site Policies are unaffected

Interaction with existing retention policies

Access though the Compliance Center

One Document Deletion Policy Center per organization (Separate Site Collection)

Delegate permissions to Compliance Officers

Management

Management Example 1

Apply Single Policy to Site Collection Template

1. Create a single policy and a single default delete rule

2. Mark policy as mandatory

3. Associate Policy with Site Collection Template

• The default delete rule will be applied to all libraries .

• Site owners cannot opt-out of policy

Management Example 2

Apply selectable policy to Site Collection Template

1. Create a single policy and a rules with a default

2. Associate Policy with Site Collection Template

• The default delete rule will be applied to all libraries.

• Site owners can select one of the alternate delete rules, or opt-out (“Do Not Delete”).

Management Example 3

Apply selectable policies to Site Collection

1. Create multiple policies with one or more rules

2. Associate Policies with a Site Collection

• The default delete rule (if defined) will be applied to all libraries.

• Site Owners can select one of the delete policies for their site.

• All subsites inherit the policy from the parent.

• Sub sites owners can break inheritance and choose a Policy/rule combo and it applies to all children until inheritance is broken.

• Site owners can select one of the alternate delete rules, or opt-out (“Do Not Delete”).

Manage Centrally: Document Deletion Policy CenterTargeted Data: OneDrive for Business, Team Sites

Assign to Site Collection Templates or Specific Site CollectionsDefaults or Site Admin Selection: One Policy/Rule active per site

Action: Delete rules act only on documentsContent Type Policies and List/Library Policies are ignored

Document Deletion Policies

Exchange retention policies

Delete Policy

Easy for IT

Empower the user

Demo: Exchange Retention Policies

Compliance Features

Other important compliance features which are related to delete ...

Discover and Preserve

Discover and preserve with eDiscovery

Preserve data for legal purposes

Support for eDiscovery across Exchange, Lync and SharePoint

Search and export data

Add mailboxes, SharePoint sites and file shares

Preserve important data with policy

Demo: Preservation Policies

 

In-Place HoldContent stays in Exchange and SharePoint

Hold entire mailboxes, SharePoint sites, or apply a query

No impact to users

SharePoint Item Preservation

Item Updated

Item Deleted Site on in-place hold?

Allow Item Edit/Delete to CompleteNo

Yes

Place current version in

preservation hold library.

Last modified date older than preservation date?

Site on in-place hold?

Yes

Yes

Preservation occurs synchronously

Items placed in secured library in same SharePoint site

Lists, feeds, documents, and pages are preserved

Supports multiple holds

Admins cannot delete the hold data or site

Version history is preserved when an item is deleted

SharePoint In-Place Hold

Compliance Features

DeleteDiscoverPreserve

Delete Document Deletion

Policies Site Policies Content Type Policies Records Center

Preserve eDiscovery Time based In-Place

Hold Unified In-Place Hold

Policy

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© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.