My notes for myself on how to create Office 365 retention labels at Security and Compliance Center (SCC) and use labels in SharePoint Online (SPO)
In SPO at each site collection level you can still work with retention policies the old way – create policies under Site Collection Settings (Content Type Policy, Site Policy) and apply policies at library level under Library Settings/Information Management Policy Settings.
But in Office 365 Microsoft implemented so-called labels. So you can specify retention policies in one place and apply them across all Office 365 content (not only SharePoint). That place called Office 365 Security and Compliance Center (SCC). Labels are applied to documents, documents are kept in libraries, and at each library you can “Apply a label to items in this library”.
Although SharePoint admins usually do not have access to SCC and do not go to Site content, we still need to know how it all works. And labels are recommended way to specify retention in SharePoint, so here we are.
Labels are created in SCC under Classification. The main part looks familiar to SharePoint people:
- Retain Content forever or for a specified number of days/months/years and then
– delete it or trigger a disposition review or do nothing
- Delete content if it’s older than specified number of days/months/years
after it was created/modified/labelled
Now you need to publish created labels – and that is how you create a policy. I.e. policies are where you specify which labels to which content (Exchange, OneDrive, SharePoint, Office 365 groups)
You can also auto-apply labels based on conditions, like
- content that contains sensitive info
- content that contains specific words or phrases, or properties
- content that matches a trainable classifier
but as per Microsoft, “It will take up to 7 days to automatically apply the label to all items that match your conditions.”
Note: “trainable classifier” means an AI ML will be used, and as per Microsoft “Creating machine learning rules requires an Office 365 E5 subscription for your organization”
SharePoint admin center
You can do nothing with labels at SharePoint admin center. Labels are created, published and auto-applied at SCC. At each site collection levels site administrators can apply labels.
At site collection settings you can still see “Content Type Policy Templates” and “Site Policy”, but that is not the case. Labels are applied at library level under Library Settings/Apply label to items in this list or library.
where you can select a label to apply for all new items in the library. With
You can also apply the label to items that already exist in the library.
You can also apply (change) label for each single item or multiple selected items under Details pop-up page:
or from under Contect Menu/More/Compliance details: