Applying records management policies directly onto the SharePoint Online content locations, without necessarily moving content to another repository is an integral aspect of SharePoint Online. This critical feature, which aligns with the SC-400 Microsoft Information Protection Administrator exam, facilitates effective document control, retrieval, and regulatory compliance. We will discuss the latest, Microsoft-approved documentation for implementing this process.
Understanding SharePoint Records Management
Records management encompasses the practices and operations responsible for the systematic control of the creation, receipt, maintenance, utilization, and disposition of records. In SharePoint Online, the in-place records management involves treating content as records, directly within the same document library where they reside. This feature enables SharePoint content creators and managers to retain and protect crucial content from improper alteration or deletion.
How to Enable In-Place Records Management
In-Place Records Management is not activated by default. Thus, you can activate it by following these steps:
- Go to the top-level site collection and choose “Site Collection Features” from the “Site Settings” menu.
- Look for “In-Place Records Management,” and click “Activate”. A small “active” indicator will verify that the feature is now active.
Configuring Records Management
Once in-place records management is activated, you can initiate the configuration process, which involves defining rules and regulations about how SharePoint should manage content. This process usually includes setting content types, setting up retention and archive policies, and declaring records.
Setting up Content Types
Content-type in SharePoint Online is a reusable collection of settings that you can apply to a certain category of content. To set content types:
- From the Site Settings page, select “Site Content Types” under “Web Designer Galleries”.
- Click “Create” to make a new content type and input necessary information by selecting parent content types and groups that inherit the parent’s attributes.
- After creating the new content type, you can include it in a specific list or library.
Setting up Retention and Archive Policies
Retention and Archive Policies set rules regarding how different content types should be treated over time. To create a retention policy:
- Navigate to the settings page of the specific content types.
- Click on “Information management policy settings” to set up the retention.
- Configure the settings according to your requirements, such as the retention period and actions to be taken once the document reaches its expiration date.
Declaring Records
Within SharePoint, you push a document into a Read-Only state by declaring it a “record”. After declaring these records, they become non-editable and non-deletable. To make a document a record:
- Navigate to the library where the document is stored, and ensure that the record declaration settings are configured to allow manual record declaration.
- Choose the document to convert to a record and select “Compliance Details” in the item’s context menu.
- Click on the “Declare Record” link.
Conclusion
In-place records management allows Microsoft SharePoint Online users to effectively manage and control crucial documents and content. This tool prevents illegal alteration or deletion, hence ensuring data integrity and compliance. As such, understanding in-place records management is a necessity for anyone preparing for the SC-400 Microsoft Information Protection Administrator exam. As you are mastering SharePoint Online, you will find it offers a fine-tuning mechanism that lets you control an effective and efficient document management system.
Practice Test
True or False: In-place records management in SharePoint Online allows documents to remain in their original location while protecting the content from modifications.
- True
- False
Answer: True
Explanation: In Microsoft SharePoint Online, in-place records management allows you to manage records in their existing location so they can be shared, collaborated on, and treated like any other document.
Which of the following statements are correct about retention label in SharePoint Online? (Choose two)
- A. Retention label cannot be manually applied by end-users
- B. Retention label ensures content is retained for a specified period
- C. Retention labels can be automatically applied based on conditions
- D. Retention labels cannot be used with SharePoint Online documents
Answer: B, C
Explanation: Retention labels in SharePoint Online can be applied manually by end-users or automatically based on conditions. They ensure that content is retained for a specific duration.
True or False: Event-based retention in SharePoint Online allows you to retain content for a specific duration based on a type of event.
- True
- False
Answer: True
Explanation: Event-based retention in SharePoint Online enables you to retain content for a specific duration after an event occurs, like a project closure, employee departure, etc.
What is the main function of the Records Center in SharePoint Online?
- A. It allows user collaboration
- B. It provides an interface for content search
- C. It offers a central repository for storing and managing records
- D. It enables live video conferencing
Answer: C
Explanation: The Records Center in SharePoint Online is designed as a central repository where you can store and manage your organization’s records.
True or False: Information about declared records, such as the date of declaration and the user who declared the record, aren’t tracked in SharePoint Online.
- True
- False
Answer: False
Explanation: SharePoint Online tracks information about declared records, including who declared the record and when.
Which of the following components are key in implementing in-place records management in SharePoint Online? (Choose three)
- A. Retention label
- B. Sensitivity label
- C. Content type
- D. SharePoint libraries
- E. Record declaration settings
Answer: A, D, E
Explanation: Implementing in-place records management in SharePoint Online involves the use of Retention labels, SharePoint libraries, and Record declaration settings. Sensitivity label is not a part of in-place records management.
True or False: In SharePoint Online, after a record declaration, the content can still be edited or deleted by users.
- True
- False
Answer: False
Explanation: Once a document is declared as a record in SharePoint Online, it cannot be edited or deleted, ensuring that the original content is preserved.
Which of the following is not a way to apply a retention label in SharePoint Online?
- A. Manually by users
- B. Automatically based on a condition
- C. Automatically based on a specific date
- D. None of the above
Answer: C
Explanation: In SharePoint Online, retention labels can be applied manually by users, or automatically based on conditions. There isn’t an option to apply a retention label based on a specific date.
What is the function of a Records Center in SharePoint Online?
- A. It allows user collaboration.
- B. It serves as a central location for storing records.
- C. It provides a platform for video conferencing.
- D. It supports file sharing and synchronization.
Answer: B
Explanation: The Records Center in SharePoint Online serves as a central location where an organization can store and manage its records including legal documents and other important records.
True or False: A record in SharePoint Online is a document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization.
- True
- False
Answer: True
Explanation: A record in SharePoint Online is indeed a document or other electronic or physical entity within an organization that provides proof of an activity or transaction performed by the organization.
Interview Questions
What is In-Place Records Management in Microsoft SharePoint Online?
In SharePoint Online, In-Place Records Management refers to the practice of retaining critical records information right where it’s created or received without moving it to a separate records repository.
What is a primary feature of SharePoint Online’s in-place records management?
A primary feature is the ability to apply retention and deletion policies to content at a granular level. This helps the organization to comply with legal, regulatory, or business retention and disposal requirements.
How does SharePoint Online support in-place records management?
SharePoint Online supports in-place records management through retention labels which can be applied to content at a granular level. Once applied the retention period can begin, and at the end of that period, an event to trigger the disposal of the content can occur.
What are retention labels in the context of SharePoint Online?
Retention labels in SharePoint Online allow you to classify content across different locations. You can use retention labels to manage and govern your content while ensuring the organization’s compliance with internal or external regulations.
What are the main benefits of implementing In-Place Records Management?
Implementing In-Place Records Management helps in reducing redundancy, improving efficiency, ensuring compliance with regulations, and reducing litigation risks.
Which retention action deletes content automatically after it’s reached the end of its retention period, with no option for a second-stage recycle bin?
The retention action that does this is ‘Delete automatically without any additional end user notifications or second-stage recycle bin’.
What is the Information Management Policy Settings feature in SharePoint Online?
Information Management Policy Settings is a feature that allows setting policies for managing content types within a list or document library in SharePoint Online. These policies can include retention, auditing, and barcodes.
Can you edit retention labels once they are published?
Yes, you can edit the retention label settings after they are published, but any changes you make are not retroactive and will only apply to content that has the label applied to it after the changes are made.
Can you apply multiple retention labels to a single document in SharePoint Online?
No, only one retention label can be applied to a piece of content at a time. Applying a new label will override the existing label.
What happens when the retention period comes to an end for a document that is labeled in SharePoint Online?
The action that takes place at the end of the retention period is determined by the policy in place. Actions can include moving the content to the second-stage recycle bin, deleting it automatically, or triggering a manual disposition process.
What is a retention policy in SharePoint Online?
A retention policy in SharePoint Online is a set of rules that determine how long a certain type of information is kept, what should be done when the content expires, and who should oversee the process.
Is it possible to recover a document that was deleted as a result of a retention policy in SharePoint Online?
Yes, it is often possible to recover a document that was deleted as long as it was not permanently deleted and depending on the policy’s settings. For example, if the policy moves content to the second-stage recycle bin at the end of the retention period, it can still be recovered.
What is the ‘Reports’ functionality in SharePoint Online’s In-Place Records Management?
The ‘Reports’ functionality offers insights into how contents are being managed in your organization. You can understand the volume of content marked for retention or deletion, or how much content with a specific label is due for disposition.
Can you apply retention labels to items or files that are part of a document set?
Yes, retention labels can be applied to single items or files inside a document set. However, the documents will take on the document set’s label by default.
What is a Records Center in SharePoint Online?
A Records Center is designed to serve as a central repository in which an organization can store and manage its important records such as legal or financial documents. The Records Center supports features that control who is allowed to access, move or delete records.
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