A file plan is a comprehensive outline that describes how your organization classifies, retains, archives, deletes, and otherwise manages information. It comprises a collection of retention labels that an organization can use to manage a document or email lifecycle.
Understanding Retention Requirements
Retention requirements are used in managing the lifecycle of data within your organization’s compliance framework. You assign retention labels to your data that govern the preservation or deletion of content in areas such as Microsoft 365, SharePoint, and Exchange. Assigning these labels is a proactive way to ensure your data meets regulatory, legal, and organizational information requirements.
Creating a File Plan
To build a file plan, you typically follow these key steps:
- Define the Categories: Split the data into various segments, such as HR, Legal, Accounting, etc.
- Set up Retention Labels: Determine how long to retain certain data. Different data types can have different retention periods.
- Assign Labels to Content: Apply automated or manual labeling to documents, emails, and other content.
- Implement Rules: Configure rules for auto-deletion, auto-retention, review and disposition of the data.
- Monitor the Plan: Keep track of the data lifecycle, make alterations if required over time.
Here’s a table comparing a file without a file plan and one with a file plan:
| Elements | Without File Plan | With File Plan |
|---|---|---|
| Organization | Data is stored haphazardly, often in various locations | Data is categorized and systematically stored |
| Retention | No defined lifespan for most data items | Specific retention duration for each data type |
| Labeling | Data lacks clear identification | Each piece of data is clearly labeled |
| Rules Implementation | No defined rules, inconsistent application | Defined rules, consistent application |
| Monitoring | Little to no monitoring | Regular reviews and updates |
Considerations in Creating a File Plan
When creating a file plan, keep the following in mind:
- Remember that data stored in Microsoft 365 can be subject to various regulations, each with different retention requirements.
- Use Microsoft’s file plan descriptors to ensure each retention label contains enough information.
- Utilize event-based retention to manage records that depend on a particular event.
- Implement retention labels using either automatic or manual classification.
File plans provide a key facet in data governance as part of Microsoft Information Protection. Grasping this knowledge makes you more equipped for the SC-400 Microsoft Information Protection Administrator Exam. However, bear in mind this is only a piece of the puzzle – you’d need to familiarize and gain proficiency in various other topics as well to successfully clear the certification.
Practice Test
True or False: A retention schedule in Microsoft 365 can be applied to all content within an organization.
- True
- False
Answer: True
Explanation: A retention schedule can indeed be applied to all content within an organization in Microsoft It helps to manage the lifecycle of information from creation to disposal.
What is the primary purpose of a file plan in Microsoft 365?
- a) To provide a view of all files in the organization
- b) To control document versions
- c) To manage and govern records across the organization
- d) To share files with external users
Answer: c) To manage and govern records across the organization
Explanation: The file plan in Microsoft 365 provides a structured way to manage and govern records across the organization in a centralized location.
Which of the following are methods to apply retention to content in Microsoft 365? (multiple select)
- a) Retention labels
- b) Retention policies
- c) Version control
- d) Sharing settings
Answer: a) Retention labels, b) Retention policies
Explanation: Retention labels and policies are used in Microsoft 365 to apply retention to content. Version control and sharing settings are different features of Microsoft
True or False: Retention in Microsoft 365 only includes deleting content after a certain period.
- True
- False
Answer: False
Explanation: Retention in Microsoft 365 includes both retaining and deleting content. You can use retention policies and labels to keep content for a certain period and then delete it.
Which one of the following could be a reason for setting up a file plan in Microsoft 365?
- a) To organize files in a sequence
- b) To apply a retention schedule to content
- c) To edit content collaboratively
- d) To monitor user activity
Answer: b) To apply a retention schedule to content
Explanation: The primary goal of a file plan is to manage and govern records. This includes applying a retention schedule to ensure content is kept and deleted as required.
Can a single item such as an email or a document have more than one retention label in Microsoft 365?
- a) Yes
- b) No
Answer: b) No
Explanation: An item (like an email or document) can only have one retention label at a time in Microsoft
True or False: Policies in Microsoft Information Protection have precedence over labels.
- True
- False
Answer: False
Explanation: In Microsoft 365, if a label and a policy conflict, the label takes precedence. This allows for more specific control over individual items.
Which of these can be added to a file plan in Microsoft 365?
- a) Labels
- b) Categories
- c) Subcategories
- d) All of the above
Answer: d) All of the above
Explanation: All of these can be applied to a file plan in Microsoft They are used to organize and manage retention requirements.
In Microsoft 365, what happens if both a retention label and a retention policy are applied to content, and they conflict?
- a) The retention label takes precedence
- b) The retention policy takes precedence
- c) Both are applied
- d) Neither is applied
Answer: a) The retention label takes precedence
Explanation: If a retention label and a retention policy conflict, the retention label takes precedence. This allows for more specific, granular control over retention.
True or False: Files marked as records in Microsoft 365 can be edited or deleted.
- True
- False
Answer: False
Explanation: When a file is marked as a record in Microsoft 365, it cannot be edited or deleted. This ensures the integrity and preservation of important information.
Interview Questions
What is a file plan in Microsoft 365?
A file plan in Microsoft 365 is a tool which allows organizations to manage and organize their records effectively. It includes details about record categories, applicable retention schedules, and the responsibilities for managing them.
What is the purpose of retention requirements in a file plan?
Retention requirements in a file plan define how long your organization must keep certain types of data. These requirements can be based on regulation, compliance needs or operational purposes.
How to create a file plan in Microsoft 365?
From the Compliance center, go to the Records management > File plan and click on ‘Create a file plan descriptor’. You can then specify the descriptor details including Name, Description, and Citation.
How does retention work in Microsoft 365?
When retention is applied to content in Microsoft 365, it won’t be permanently deleted until the end of its retention period. This applies to content that’s deleted by users or automatically deleted by system processes.
What role takes care of managing retention requirements with a file plan in Microsoft 365?
The role of a Microsoft Information Protection Administrator includes managing retention requirements with a file plan.
What are the benefits of using a file plan to manage retention requirements in Microsoft 365?
Using a file plan to manage retention requirements can ensure compliance with legal and regulatory obligations, helps in organizing and locating important data, and helps in reducing the risk associated with unnecessary data storage.
What happens when a retention policy conflicts with a retention label?
Retention labels take precedence over retention policies. If there’s a conflict, the settings of the retention label will apply.
Can retention labels be automatically applied to content in Microsoft 365?
Yes, retention labels can be applied automatically by classifying content based on certain conditions, such as keywords, sensitive information types or metadata.
Can you edit a file plan descriptor once it has been created?
Yes, you can edit a file plan descriptor at any time after its creation. However, it’s important to make sure that the changes do not interfere with data governance and compliance requirements.
How does Microsoft 365 handle retention policies for encrypted emails?
Microsoft 365 can decrypt and index encrypted emails to apply retention policies, as long as the organization has the necessary rights to do so.
Can you delete a file plan descriptor?
Yes, you can delete a file plan descriptor. However, keep in mind that deleting a descriptor removes it from the file plan and any associated retention label.
Can retention periods in a file plan be indefinite?
Yes, the retention periods in a file plan can be set to ‘Forever’ or ‘Never delete’, providing an indefinite retention period.
What happens to a file after its retention period ends?
After retention period ends, file can either be deleted automatically, or a review process can be initiated to determine the necessity of its retention.
What is the primary component of a record in a file plan?
The primary component of a record in a file plan is the retention label. It defines how long a record is retained, what actions should occur when it reaches its retention end date, and more.
How can you associate a retention label with a file plan descriptor?
From the Compliance center, go to Records management > File plan.html. Then, click a descriptor to view its properties and associate a retention label by selecting it from the drop down list under Retention label.
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