Records Management in O365: Labels

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How to Use these Compliance Features, Benefits & Things to  Consider Before Implementation

While many tasks are required to ensure compliant records management, labeling could be considered one of the most important. Since the initial release of Advanced Data Governance (ADG) in 2017, Office 356 has offered a labeling mechanism that can be utilized for ensuring compliance across O365. This post will define two methods of O365 Labels, benefits, and things to consider before using this compliance feature for your RM programs.

For the full version of my presentation on this topic, download the free PowerPoint PDF below.

Types of Labeling

To start off, there are two methods for labeling content: manual and automatic.

1. Manual Application

While the manual process of applying labels one-by-one to content is common for physical records, it has proven to be a less-than reliable option for productive electronic content management (ECM). With such high volumes of organizational digital content, having individual users manually label their own documents can result in disorganization, missing tags, or documents that may not have been tagged or uploaded at all.

2. Automatic Application

Automatically labeling is the more dependable of the two. With this method, content can be labeled based  on pattern of information, content type, metadata, or location.

While automatic labeling skips potential for human error, it requires the right tools to work effectively. This is where O365 Labels can come in handy.

O365 Labels

With O365 retention labels, authorized users can classify data across their organization in Office 365 for governance and enforce retention rules based on that classification. O365 is also excellent when it comes to data loss protection, having centralized RM capabilities, and having APIs for extension to meet compliance requirements for highly regulated industries and public sectors.

o365-security-&-complianceImage shows Retention Labels in Office 365.

Benefits of O365 Labels

1.  Applicable for Variety of Industries and Policies

O365 Labels is available for different types of content with industry regulations and internal policies across an organization.

2. Content can be Marked Immutable

These labels can be created based on specific time periods, and can also be marked as 'records' so other users may not edit or delete the content or label attached to it (content's metadata can still be edited).

3. Disposition Review Process

At the end of a retention period, authorized users can either dispose of content from O365, re-label the content, or extend the retention period.

4.   Manual and Auto-Apply

Users have the option between a label policy that requires labels to be published for each content piece (manual method) or can be auto-applied (automatically applying a label whenever content meets criteria previously specified for that label).

5. Multiple Platforms

These labels can be applied to files, emails, groups, and more on the following platforms:

  • Exchange Online
    • Folders and emails in Outlook
  • SharePoint Online
    • Sites, document libraries, folders, items
  • OneDrive for Business
    • Folders and items
  • O365 Groups
    • Group level
  • MS Teams
    • Public and Private Channels

o365-security-&-compliance-locations

Image shows  Label Publishing Locations.

O365 Labels provides users with excellent policy-based capabilities around labeling and tagging. But before implementing these compliance features for your RM program, what are some things to consider?

Things to Consider

1. Only Microsoft Platforms

We've reviewed some of the benefits of labeling within Office 365. However, any content stored outside of O365 (ex: in File Shares, physical records, etc.) cannot be managed with this tool.

2. Limited File Plan  Options

O365 Labels can only be associated to a single hierarchical File Plan (up to 3 levels). However, record categories (aka labels) are usually organized hierarchically based on different business functions. So this feature can be limiting since most organizations require multiple, hierarchical File Plans which are individually secured and managed with no limitations to the number of levels.

o365-security-&-compliance-file-plan

Image shows an example of a O365 File Plan.

3.  Not All Versions Tracked and Kept

In Office 365, not all versions are tracked and kept. If versioning is somehow turned off, only the final copy of the file will be kept as a record when the Label is applied. If some of the versions are lost, there would be a loss of information and this could put organizations at risk.

4. Up To 7 Days to Apply Labels

Content is not immediately protected and retained. It can take up to 7 days to apply labels, and content can be deleted during this period of time. This leaves organizations vulnerable to data loss, tampering, and accidental deletion during this time period.

5. Retention Lifecycle Not Always Sequential

Another downside is that the retention lifecycle is not always sequential: there can be multiple paths or stages of review in a workflow before a piece of content can be destroyed.

5. Upgrade Costs

Applying labels automatically in Office 365 and requires either a Enterprise E5 license or an Advanced Compliance Add-on.* Since the Enterprise E3 is often the standard license, this would require a costly upgrade to have  achieve these capabilities (see chart below).

o365-security-&-compliance-pricing

Image shows current O365 license model capabilities and costs.

6. And More

See my last few items  my presentation slides (download the PPT slides below!).

Summary

The  O365 Labels compliance features allow authorized users to manually or automatically apply label policies to a variety of Microsoft content and perform disposition reviews. However, some things to consider prior to implementing is that these tools are limited to Microsoft content, can only be associated to a single hierarchical File Plan, take up to 7 days to apply, and that retention lifecycles are not always sequential. The ability  to apply labels automatically requires either a costly Advanced Compliance Add-on or upgrade to Enterprise E5 license.

In addition to knowing benefits and considering potential gaps, it's critical to  review and understand your own organization's content and labeling requirements to know if these compliance features check all the boxes for your organization's RM labeling needs.

For my full presentation on this topic, including detailed screenshots, a How To and Things to Consider, please download the free PowerPoint PDF below. If you have any additional questions,  contact us with your questions, or for a free personalized demo.

RM-in-O365-PPT-Screengrab-1

DOWNLOAD  POWERPOINT PDF

*  The capability to apply labels automatically requires an Office 365 Enterprise E5 license for each user who has permissions to edit content that's been automatically labeled in a site or their mailbox is selected for automatic labeling. Users who simply have read-only access to content or reply to labeled emails do not require this license.

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Tagged: Automation, Compliance, Office 365

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