Retaining and recovering content in Microsoft 365 is a pivotal task for any Microsoft Information Protection Administrator. In this context, we are going to walk you through this crucial aspect that also plays a significant part in the SC-400 Exam.
The main tool for retaining and recovering content in Microsoft 365 is the aptly named Microsoft 365 compliance center. With this tool, Microsoft 365 provides admins with the ability to preserve electronic information, reduce risks, protect their organization, and meet legal, regulatory, and organizational compliance requirements.
Microsoft 365 Compliance Center
The Microsoft 365 Compliance Center embodies the capabilities to enhance the information compliance of your organization. Retention policies and retention labels are the central components that play the most crucial role in this context.
Before diving deep into the recovery process, let’s focus on retention policies and retention labels first.
Retention Policies
A retention policy in Microsoft 365 helps to preserve content in both archive mailboxes and users’ mailbox folders for a definite period, irrespective of the app/location. Here, content can be email, documents, Teams chats, and more.
For example, you might need to guide your organization to keep all email content for seven years to comply with industry regulations.
A retention policy can be as broad or specific as needed. It can be applied to the entire organization, specific locations or users, or a combination of all three.
Retention Labels
Retention labels, on the other hand, allow organizations to classify content across different apps for retention based on the content’s value. They can be manually or automatically applied, and once a document is labeled, the policy will be applied even if the document is shared or moved.
For example, if a document is labeled with a retention policy that retains items for five years, then the document will be retained for five years, even if it is moved into a site that has a different retention policy applied.
Retaining content enables the recovery of the content, which users may accidentally delete or purge in the routine course of their work. Now, as we understand the retention policies and labels, let’s look at how to recover the retained content.
Recovering Retained Content
It is not uncommon for documents or data to accidentally get deleted. Fortunately, Microsoft 365 comes with various ways to recover your data.
Recovering from Preservation Lock
Preservation Lock is a feature that prevents anyone from turning off the policy or making it less restrictive, and thereby ensures the policies continue to protect content that’s subject to the policy. For example, your organization might require this feature to comply with rules that stipulate you must preserve electronically stored information.
If a user deletes an item in a location with a Preservation Lock, it moves to the Deleted Items folder in the user’s mailbox. Even when the folder is emptied, the deleted item still moves to the Recoverable Items folder, where it’s held based on the duration set in the retention policy.
Recovering with Content Search
As an Information Protection Administrator, you can use the Content Search tool in the compliance center to search for and recover content in Microsoft 365.
Here’s a simple step-by-step process:
- Go to Microsoft 365 compliance center and choose “Content search”.
- Type in the search criteria.
- Run the search.
- Preview or download the search results.
The results here could be enormously beneficial for legal reasons or policy-based reviews.
Remember, as an Information Protection Administrator, it’s your responsibility to control how long your organization’s data is retained so as not to put your company at risk. Being aware of the different methods of recovery and how to apply them is a distinctive way to ensure the integrity and security of your firm’s data.
Conclusion
As we’ve discovered, Microsoft 365’s robust compliance tools deliver robust security and peace of mind when it comes to the retention and recovery of data. Make sure you’re accustomed to these valuable features and tools as you prepare for your SC-400 Microsoft Information Protection Administrator exam. Be confident, and you’ll surely ace it!
Practice Test
True/False: You can recover deleted items from a Microsoft 365 user’s mailbox.
- True
- False
Answer: True
Explanation: Microsoft 365 allows you to recover deleted items from a user’s mailbox if the item hasn’t been permanently deleted. The items are moveable to the Deleted Items folder and remain recoverable for a specified duration.
Single select: Where can we backup & restore SharePoint Online data in Microsoft 365?
- a) Azure SQL Database
- b) Azure Recovery Services vault
- c) OneDrive
- d) Azure Backup
Answer: b) Azure Recovery Services vault
Explanation: Backup and restore of SharePoint Online data in Microsoft 365 is done in the Azure Recovery Services vault.
True/False: All data that has been permanently deleted from SharePoint Online can be recovered.
- True
- False
Answer: False
Explanation: Not all data can be recovered once it has been permanently deleted from SharePoint Online. Data is retained in the Recycle Bin for a set time period, after which it cannot be recovered.
Single Select: You can recover items deleted from a Microsoft 365 group in ________.
- a) OneDrive
- b) SharePoint Online
- c) Microsoft Teams
- d) All of the above
Answer: d) All of the above
Explanation: Items deleted from a Microsoft 365 group can be restored in OneDrive, SharePoint Online, and Microsoft Teams.
True/False: Retention policies in Microsoft 365 delete content automatically after a set period.
- True
- False
Answer: True
Explanation: Retention policies in Microsoft 365 enable automatic deletion of content after a set period. However, administrators can also choose to retain and review the content.
Multiple Select: Which of the following can be recovered in Microsoft 365?
- a) Emails
- b) SharePoint Online data
- c) OneDrive files
- d) Word Online files
Answer: a) Emails, b) SharePoint Online data, c) OneDrive files
Explanation: Emails, SharePoint Online data, and OneDrive files can all be recovered in Microsoft 365 to provide users with a comprehensive recovery solution.
True/False: You cannot recover a group mailbox in Microsoft 365 once it’s deleted.
- True
- False
Answer: False
Explanation: You can, in fact, recover a group mailbox in Microsoft 365 within 30 days of deletion.
Single select: What is the retention period for items in the SharePoint Online Recycle Bin by default?
- a) 90 days
- b) 30 days
- c) 60 days
- d) Never expires
Answer: a) 90 days
Explanation: By default, the retention period for items in the SharePoint Online Recycle Bin is 90 days.
Multiple Select: Where can end users recover their own deleted items?
- a) Deleted Items folder in Outlook
- b) Recycle Bin in OneDrive
- c) Recycle Bin in SharePoint Online
- d) Azure Recovery Services vault
Answer: a) Deleted Items folder in Outlook, b) Recycle Bin in OneDrive, c) Recycle Bin in SharePoint Online
Explanation: End users can recover their own deleted items from the Deleted Items folder in Outlook, the Recycle Bin in OneDrive, and the Recycle Bin in SharePoint Online. Azure Recovery Services vault, on the other hand, is a service for administrators.
True/False: Once a OneDrive account is deleted, its associated content can’t be restored.
- True
- False
Answer: False
Explanation: If a OneDrive account is deleted, the data associated with it is kept in a reserved state for a set duration (default is 30 days), during which it can be restored.
Interview Questions
What is content recovery in Microsoft 365?
Content recovery in Microsoft 365 allows you to restore files, folders, sites, and lists in their entirety; it is performed through the Microsoft 365 admin center or through Microsoft Powershell.
Where can you find the Recoverable Items folder in Microsoft 365?
The Recoverable Items folder can be found in the Exchange admin center under the mailbox features settings. Items such as permanently deleted emails, calendar items, and contacts are stored there.
What is retention policy in the context of Microsoft 365?
A retention policy in Microsoft 365 is a feature that allows organizations to manage the lifecycle of their information by determining how long content should be retained or what action should be taken after a certain period, thus enabling the possibility for content recovery.
How can you use PowerShell to recover deleted items in Microsoft 365?
With PowerShell, you can use the ‘Search-Mailbox’ cmdlet with the ‘-SearchDumpsterOnly’ and ‘-TargetMailbox’ parameters to recover deleted items in Microsoft 365.
How long does Microsoft 365 retain content by default?
By default, Microsoft 365 retains content for 30 days in the Recycle Bin. If the content isn’t restored within that period, it’s permanently deleted.
How long can you extend the retention period in Microsoft 365?
The maximum retention period can be set up to 687194 days (approx. 1887 years) within a retention policy in Microsoft 365.
What happens when both retention policy and deletion policy conflict in Microsoft 365?
In Microsoft 365, the retention policy takes precedence over the deletion policy in case of a conflict. This is to prevent any accidental data loss.
What features does a Microsoft 365 Admin need to use to recover content after it has been deleted?
To recover deleted content, a Microsoft 365 Admin can use features like the Exchange admin center for email recovery, SharePoint admin center for SharePoint sites, and the Compliance Center for Teams data.
Can an Information Protection Administrator restore email messages that are removed from the ‘Deleted Items’ folder?
Yes, an Information Protection Administrator can restore email messages that are removed from the ‘Deleted Items’ folder by using the Recoverable Items Folder.
Where is the Recoverable Items folder located in a user’s mailbox?
The Recoverable Items folder is a hidden folder within each user’s mailbox that is used to store items deleted by the user, including those permanently deleted (Shift + Delete) or purged from the Deleted Items folder.
Can items in the Recoverable Items folder be modified?
No, items stored in the Recoverable Items folder cannot be modified. This protects against accidental or malicious edits and deletions.
How would an Information Protection Administrator search for content that needs to be recovered in Microsoft 365?
An Information Protection Administrator can use Content Search in the Microsoft 365 compliance center to search for content that needs to be recovered.
How can a SharePoint site be restored in Microsoft 365?
A SharePoint site can be restored through the SharePoint admin center or by using the Restore-SPODeletedSite PowerShell cmdlet.
What mechanisms does Microsoft 365 provide to prevent data loss?
Microsoft 365 provides Data Loss Prevention (DLP) policies, retention policies, and sensitivity labels to prevent data loss and preserve important information.
What is In-Place Hold in Microsoft 365?
In-Place Hold is a feature in Microsoft 365 that allows an admin to preserve all mailbox content, including deleted items and original versions of modified items. This can be used for litigation or investigation purposes.
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