Retention Labels

Create and publish retention labels to classify content for retention and deletion. Labels enable item-level retention control, allowing different content within the same location to have different retention periods.

Note: Retention policies apply to locations (all email in a mailbox). Retention labels apply to individual items (specific documents or emails) for granular control.

Label Overview

Creating a Retention Label

1. Name and Description

• Name — Clear, descriptive (e.g., “Financial Records - 7 Year”)
• Description for admins — Policy intent and requirements
• Description for users — Guidance for when to apply

2. Retention Settings

• Retain Items — Keep items for specified period. Prevents deletion until period ends.
• Delete Items — Delete items after specified age. No retention, only deletion.
• Retain then Delete — Keep for period, then automatically delete or trigger review.

3. Retention Period

• Days, months, or years
• Forever (permanent retention)
• Custom period up to 999 years

4. Retention Trigger

• When created — Period starts at item creation
• When modified — Period resets on each modification
• When labeled — Period starts when label applied
• Event-based — Period starts when event occurs

5. Action After Retention

• Delete items automatically — Permanent deletion when period ends
• Trigger disposition review — Human review before deletion
• Relabel items — Apply different label at end of period

Record Options

• Mark items as records — Items with this label are declared as records. Users cannot modify or delete. Admins can unlock if needed.
• Mark items as regulatory records — Strictest protection. Cannot be unlocked or deleted until retention expires. For SEC 17a-4 and similar requirements.
• Allow record unlocking — Records can be unlocked for editing by authorized users. Changes are versioned. Re-locks automatically after save.

Publishing Labels

After creating labels, publish them so users can apply manually:

1. Select Labels — Choose which labels to publish together.
2. Choose Locations — Exchange, SharePoint, OneDrive, Microsoft 365 Groups. All or specific.
3. Name the Policy — Describe what labels are published and where.

Labels appear in Outlook, SharePoint, OneDrive within 24-48 hours.

Auto-Apply Labels

Keyword Conditions

Apply labels to content containing specific keywords or phrases. Use KQL query syntax for complex conditions.

Example: "confidential" OR "internal use only"

Sensitive Information Types

Apply labels when content contains sensitive data like credit cards, SSN, or health information. Uses same SITs as DLP.

Trainable Classifiers

Use machine learning to identify content types: contracts, resumes, financial statements. Train custom classifiers.

Cloud Attachments

Auto-label files shared as cloud attachments (links) in email and Teams messages.

Where Users Apply Labels

• Outlook — Ribbon: Assign Policy, Right-click menu, Apply to email or folder
• SharePoint/OneDrive — Details pane: Apply label, Bulk select multiple files, Apply to folders
• Microsoft 365 Apps — Word, Excel, PowerPoint, File menu: Info section, Apply before saving
• Teams — Files tab in channels, Same interface as SharePoint

Default Labels

SharePoint Library Default

Set default label on document library. New files automatically get label. Users can change if policy allows.

Outlook Folder Default

Apply default label to Outlook folder. Email moved to folder inherits label.

Label Priority

When multiple labels could apply, highest priority wins:

1. Manually applied label (user choice always wins)
2. Auto-applied by policy (higher priority policy wins)
3. Default library/folder label
4. Inherited from parent (SharePoint folders)

Note: If labels conflict, the one with longer retention takes precedence. Retention wins over deletion.

Best Practices

• Keep label names clear — Users need to understand which label to choose. Include retention period in name
• Use auto-apply for compliance — Don’t rely solely on users — auto-label sensitive content
• Set library defaults — Use default labels on SharePoint libraries for consistent classification
• Test auto-apply policies — Run in simulation mode first to verify expected matches

API Reference

• GET /api/compliance/retention-labels — List all retention labels
• POST /api/compliance/retention-labels — Create new retention label
• GET /api/compliance/retention-labels/policies — List label publish policies
• GET /api/compliance/retention-labels/auto-apply — List auto-apply policies
• GET /api/compliance/retention-labels/activity — Get label activity report