Establishing SharePoint as a True Records Management Platform

For many years, SharePoint was viewed mainly as a collaboration and document storage platform, providing basic retention options but lacking the depth of compliance and governance capabilities required for true records management. That perception has now shifted thanks to Purview and Microsoft’s renewed emphasis on comprehensive information governance across the Microsoft 365 ecosystem.

The Game Changer: Microsoft Purview Integration

Microsoft Purview has transformed SharePoint from a simple content repository into a complete records management platform. With Purview’s integration, records managers can now apply the same rigor and defensibility traditionally associated with enterprise content management systems directly within SharePoint Online.

With Microsoft Purview, organizations can benefit from these Records Management Capabilities:

• Apply and inherit* retention labels automatically on document libraries, folders, and individual items to ensure consistent lifecycle control. (*E5 license required)

• Manage disposition reviews and approvals through built-in workflows that provide accountability and audit trails before final deletion.

• Enforce retention and deletion policies that meet legal, regulatory, and operational requirements without manual intervention.

• Monitor classification and labeling activity across the Microsoft 365 ecosystem through the Purview Data Explorer dashboard.

These capabilities bridge the gap between collaboration and compliance, positioning SharePoint Records Management as a modern solution that preserves the core principles of traditional records management. Records managers can now perform essential functions, such as records declaration, retention scheduling, and disposition approval directly within SharePoint Online, ensuring governance and compliance are seamlessly integrated into the cloud workspace.

Sensitivity Labels: Beyond Traditional Document Management

Traditional document management systems often stop at folder structures and manual tagging. Purview introduces Sensitivity Labels, which act like digital stamps applied to files, emails, and containers. These labels enforce encryption, restrict access, and even block actions like forwarding or downloading. They are not just metadata; they are active security controls that travel with the content, whether inside SharePoint or across devices and apps. Legacy applications like OpenText, Laserfiche, and Documentum simply do not offer this capability.

Data Loss Prevention: A Compliance Pillar

Another critical capability missing from legacy systems is Data Loss Prevention (DLP). Purview enables organizations to create policies that detect and prevent oversharing of sensitive information. Whether it is financial data, intellectual property, or personal identifiers, DLP policies can block risky actions in real time, reducing compliance risk and safeguarding trust.

Why This Matters

Regulatory requirements are becoming more stringent, and the cost of a data breach now extends far beyond financial loss to include reputational and operational damage. As organizations begin adopting AI and automation within Microsoft 365, strong information governance is no longer optional. It is essential. AI cannot be deployed safely or effectively without governance frameworks that ensure data integrity, protection, and accountability.

With Microsoft Purview, SharePoint now provides a unified foundation for records and information governance, supporting:

• Automated classification and retention based on metadata, content type, and sensitivity.

• Defensible disposition reviews and approvals with complete audit trails.

• Consistent governance across the Microsoft 365 ecosystem, extending control to Teams, OneDrive, and Exchange.

The connection between Microsoft Purview and SharePoint empowers organizations to meet regulatory and compliance obligations, strengthen stakeholder trust, and create a foundation for responsible AI adoption built on accurate, secure, and well governed information.

When Purview is deployed effectively, SharePoint Online is no longer just a collaboration tool, it becomes a fully integrated records management solution. With capabilities such as sensitivity labels, data loss prevention, and advanced retention policies, organizations can achieve true compliance and governance while maintaining the productivity and collaboration that make SharePoint indispensable.

Ready to Deploy Purview? Start with our Hands-on Training

Master Microsoft Purview and SharePoint Records Management by enrolling in our Purview Training today.