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How to Create a Retention Label in Microsoft Purview

Summary This wiki outlines how to create a Retention Label in Microsoft Purview. This process will allow you to create a cloud-based retention schedule including:

  • Retention Labels

  • Metadata

  • Custom Retention Periods

  • Custom Event Triggers

  • Disposition Settings

Resolution

Step 2: Select “Records Management”

Step 3: Select “File Plan”

Step 4: Select “+ Create a Label”


Step 5: Enter a Name for your retention label, then select “Next” located at the bottom of the screen.

  • Optional: Enter a description for the retention label for either other users and/or admins)

  • Note: It is recommended to use your organization’s retention label naming schema when naming your label.


Step 6:

  • Optional: Define your retention label further, by filling out the descriptors value, then select “Next” located at the bottom of the screen. Although is an optional step, it is highly recommended for reporting and filtering capabilities.



Step 7: When creating a label solely for retention purposes select “Retain items forever or for a specific period”, then select “Next” located at the bottom of the screen.

  • Optional: Users have the option to create labels for other purposes then retention. Select the other options to explore the additional capabilities.



Step 8: Use the drop-down arrow on the “Retain items for” fields to select the retention period for your retention label. Then select “Custom” if none of the proposed options match the retention period you wish to assign your retention label.

Step 9: Use the drop-down arrow on the “Start the retention period based on” fields to select the retention period for your retention label. Then select “+Create new event type” if none of the proposed options match the retention period you wish to assign your retention label. ​​​​​​​

  • Note: When creating a Retention Label with a Permanent Retention Period, the options for selecting the event type disappears before you can choose the event type. Therefore, if your retention period is based on an event, select the event prior to selecting the Permanent retention period option and review that you have the correct event type on the Retention Label Review page before creating your label.



Step 10:

  • Optional: Create a new event type by entering its name and optionally providing a description for it, then select “Next” located at the bottom of the screen. You will then be prompt to review the event type and select “Submit” to finalize the creation of your new event type.



Step 11: Select what you would like your retention label to do when applied on an item.

  • Note: We recommend selecting “Mark the items as a record”, so the item becomes fully immutable to users. Depending on organization standards and procedures, company may also want to unlock the record by default in order to mark the items are record but allow users to edit them during their lifecycle.



Step 12: Select what you would like to happen to the files following their retention period.

  • Note: We recommend starting a disposition review following an item’s retention period to ensure the items are disposed of appropriately and accurately following the organization’s file plan standards.

Step 13:

  • Optional: Create a Disposition Review Stage by selecting “+ Add a stage”. Then, enter a name for the review stage and select “OK”.


Step 14:

  • Optional: Once your Disposition Stage is created, you can add users and groups that will be part of the review. If you need an additional review stage, you can simply select “+ Add another stage”.

Step 15: When you are done setting up the retention period settings, (Your disposition review stage and reviewers), the settings page should look as below and display the name of the disposition stage as well as the reviewers selected if added correctly. Select “Next” located in blue at the bottom of the page to conduct a final review of your retention label settings.


Step 16: This step allows you to review all the settings you have selected over the creation of your label. If everything follows your requirements, select “Create Label” in blue located at the bottom of the screen. This will create your retention label in your Purview file plan where you can now publish it in order to make it available to your M365 users.




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