In the context of the SC-400 Microsoft Information Protection Administrator exam, you need to understand the creation, configuration, and application of file plan descriptors within Microsoft 365’s information governance framework. The following guide will help you accomplish this.
Understanding File Plan Descriptors
A file plan descriptor is a label attribute that, when applied to content, triggers specific actions defined by your information governance strategy. They define how long content should be retained, when the retention clock should start, what should happen when content reaches its retention end date, and where and how the content should be stored.
Creating a File Plan Descriptor
To create a file plan descriptor, follow these steps within the Compliance center:
- Navigate to `https://compliance.microsoft.com`.
- In left navigation, click on `Classification` -> `File plan descriptors`.
- Click on `Create file plan descriptor`.
- Complete the required fields, including `Name`, `Description`, `Category`, `Authority type`, `Provisioning scope`, `Retention stage`, `Department`, and `Reference ID`.
Configure Automatic Retention using File Plan Descriptors
After creating the file plan descriptors, you can apply them to retention labels and policies. This enables automatic retention of the content based on the specifications defined by the descriptors. The steps to do this are as follows:
- In the Compliance center, navigate to `Solutions` -> `Records management`.
- Click `Retention labels` and then select `Create label`.
- Add the necessary information. In the settings, check the box that says `Make this label a record` to ensure that labeled content can’t be permanently deleted.
- Under `Define retention settings`, specify how long the content will be retained and select `Start the retention period based on a file plan descriptor` and select the descriptor you created.
- Click `Create`.
File plan descriptors provide a helpful way to define, design, and implement your organization’s data governance requirements with Microsoft 365’s built-in retention settings. In the context of the SC-400 exam, understanding their purpose and knowing how to configure them can enhance your expertise as a Microsoft Information Protection Administrator.
Comparing Automatic Retention using File Plan Descriptors with Manual Retention
| Manual Retention | Automatic Retention Using FPDs | |
|---|---|---|
| Ease of Use | Less streamlined | More streamlined |
| Efficiency | Time-consuming | More Time-efficient |
| Maintenance | Requires regular checking | Self-managed once set |
| Rule Application | Manual application | Automatically applied |
| Flexibility | Subject to manual errors | Standardized across the platform |
Conclusion
Remember, practice is key when preparing for the SC-400 Exam. Make sure you create and manage file plan descriptors within a trial tenant to get a hands-on experience with the configuration of automatic retention. This guide has provided an overview and key examples of how to use this feature to streamline your organization’s data governance.
Practice Test
True or False: File plan descriptors in Microsoft 365 help you in configuring automatic retention policies.
Answer: True
Explanation: File plan descriptors in Microsoft 365 are indeed used to tag content and helps in setting up automatic retention or deletion policies.
The retention labels in Microsoft 365 can be based on which of the following?
- A. Department
- B. Sensitivity level
- C. Content type
- D. Information type
Answer: A, B, C, D
Explanation: Retention labels can be based on various attributes, including the department, sensitivity level, content type, and information type.
True or False: File plan descriptors provide content classification only and cannot trigger actions like retention or deletion.
Answer: False.
Explanation: File Plan descriptors do not only provide content classification, they can also trigger actions like retention or deletion based on these classifications.
Which of the following are necessary to configure automatic retention in Microsoft 365 using file plan descriptors?
- A. Select a suitable global admin
- B. Define your file plans
- C. Assign permissions to the file plans
- D. Apply the file plans to SharePoint or Teams sites
Answer: B, C, D
Explanation: The process of configuring automatic retention using file plan descriptors involves defining your file plans, assigning necessary permissions and applying these file plans to required destinations like SharePoint or Teams sites.
True or False: You cannot delete a file plan descriptor once created.
Answer: False.
Explanation: You can delete a file plan descriptor, but you should first ensure it is not linked to any retention or record labels.
Which of the following can’t be used as a file plan descriptor in Microsoft 365?
- A. Authority
- B. Department
- C. Function
- D. All of the above can be used
Answer: D. All of the above can be used
Explanation: All the mentioned options can be used as file plan descriptors.
In Microsoft 365, a file plan descriptor is required for each unique _________.
- A. File
- B. Department
- C. Content type
- D. User
Answer: C. Content type
Explanation: In Microsoft 365, a unique file plan descriptor is required for each unique content type.
True or False: File Plan Descriptors can be created and managed via both the Security & Compliance Center and PowerShell.
Answer: True
Explanation: File Plan Descriptors can be created and managed via both the Security & Compliance Center and PowerShell.
Retention labels in Microsoft 365 are based on which of the following?
- A. Content & context
- B. User influence
- C. Both A & B
- D. None of the above
Answer: C. Both A & B
Explanation: Retention labels in Microsoft 365 are based on content and context of the data and can also be influenced by the user’s actions or attributes.
True or False: The auto-apply settings in file plan descriptors can only be configured by a Global admin.
Answer: False.
Explanation: The auto-apply settings in file plan descriptors can be configured by either a Global admin, Compliance admin, or Compliance data admin.
Does configuring automatic retention using file plan descriptors require the data to be classified?
- A. Yes
- B. No
Answer: A. Yes
Explanation: File plan descriptors play a key role in classifying data, hence data needs to be classified for configuring automatic retention.
True or False: A file plan descriptor is always visible to end-users.
Answer: False.
Explanation: A file plan descriptor is not visible to end users. It is an administration property used for content classification and doesn’t affect how users see or work with their files.
When is a retention period for a file policy started?
- A. When a file is created
- B. When a file is modified
- C. When a file is closed
- D. When a retention label is applied
Answer: D. When a retention label is applied
Explanation: The retention period for a file policy starts when a retention label is applied to the file.
True or False: Retention policies ensure that your organization keeps the necessary information needed to meet business requirements.
Answer: True
Explanation: Retention polices in Microsoft 365 helps an organization in retaining the necessary information needed to meet business, legal, and regulatory requirements.
Who can create a file plan descriptor in Microsoft 365?
- A. Global admin
- B. Compliance officer
- C. Compliance admin
- D. All of the above
Answer: D. All of the above
Explanation: In Microsoft 365, any global admin, compliance officer, or compliance admin can create a file plan descriptor.
Interview Questions
What is the purpose of automatic retention using file plan descriptors in Microsoft 365?
Automatic retention using file plan descriptors is designed to automatically retain and classify an organization’s vital data. It helps to ensure compliance with legal or operational requirements and helps protect sensitive information from being accidentally or intentionally deleted.
How do you create a file plan descriptor in Microsoft 365?
A file plan descriptor can be created from the Microsoft 365 Compliance Center. Navigate to Records management > File plan > File plan descriptors and click +New file plan descriptor. Provide the necessary details and click ‘Save’.
Can you modify a file plan descriptor after it’s created?
Yes, you can modify a file plan descriptor after it’s created by selecting it on the file plan descriptors list and clicking on ‘Edit’.
How are file plan descriptors and retention policies related?
File plan descriptors are components of a retention policy. When you apply a retention policy to content, you can use file plan descriptors to categorize and track the content.
How many file plan descriptors can be associated with a single retention label?
You can associate up to 6 file plan descriptors with a single retention label.
What are the components of a file plan descriptor?
The components of a file plan descriptor include the Name, Description, and Reference ID.
What is the usage of the Reference ID of a file plan descriptor?
The Reference ID allows users to align the file plan descriptor with an external or internal classification system.
How many retention labels can you associate with a single file plan descriptor?
A single file plan descriptor can be associated with multiple retention labels, there’s no limit.
Is it possible to delete a file plan descriptor that is associated with a retention label?
No, you cannot delete a file plan descriptor that is associated with a retention label. You must first dissociate it from all retention labels.
Can you export a list of all the file plan descriptors?
Yes, from the Microsoft 365 Compliance Center, navigate to Records management > File plan > File plan descriptors, and then click Export to CSV to download a list of all file plan descriptors.
Can a file plan descriptor be used across multiple retention policies?
Yes, a file plan descriptor can be associated with multiple retention policies.
Can you create a global retention policy using a file plan descriptor?
Yes, you can create a global retention policy and associate it with a file plan descriptor to apply it across your organization.
Is it possible to create a file plan descriptor without a reference ID?
Yes, reference ID is an optional field while creating file plan descriptor.
Do the retention policies with file plan descriptors apply to SharePoint and OneDrive?
Yes, retention policies with file plan descriptors can be applied to SharePoint and OneDrive, along with other services like Exchange email, Microsoft 365 groups, and Teams.
What happens when a retention policy with a file plan descriptor is applied to content?
When a retention policy with a file plan descriptor is applied to a content, the content is retained for a specified duration based on the policy and it prevents the accidental or intentional deletion of the content.
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