Records Management
Microsoft Purview Records Management provides regulatory-grade retention capabilities beyond basic lifecycle management. Declare content as immutable records, manage file plans, conduct disposition reviews, and maintain proof of deletion for compliance audits.
What is Records Management?
Records Management adds enterprise capabilities:
| Feature | Purpose |
|---|---|
| File Plan | Hierarchical retention schedule management |
| Record Declaration | Mark content as immutable records |
| Disposition Review | Human approval before deletion |
| Proof of Deletion | Auditable evidence of proper disposal |
Records Management vs. Data Lifecycle
| Capability | Data Lifecycle Management | Records Management |
|---|---|---|
| Retention policies | ||
| Retention labels | ||
| File plan | ||
| Record declaration | ||
| Regulatory records | (immutable) | |
| Disposition review | ||
| Proof of deletion | Limited | |
| License | E3/A3 | E5/A5 |
Key Concepts
File Plan
A centralized repository for managing retention schedules:
- Import from existing systems
- Define categories and subcategories
- Set citation and reference IDs
- Export for external systems
Record Types
| Type | Can Edit | Can Delete | Use Case |
|---|---|---|---|
| Regular content | Normal documents | ||
| Record | With approval | Business records | |
| Regulatory record | (until retention expires) | Legal/regulatory requirements |
Disposition Review
When retention expires, reviewers decide:
- Approve deletion
- Extend retention
- Apply different label
- Escalate for review
Proof of Deletion
Auditable record showing:
- What was deleted
- When it was deleted
- Who approved (if disposition review)
- Retention label applied
Common Use Cases
Academic Records
- Student transcripts (permanent retention)
- Grade records (7 years after graduation)
- Admission files (3 years if not admitted)
Financial Records
- Grant documentation (3 years after closeout)
- Purchase orders (7 years)
- Contracts (6 years after expiration)
HR Records
- Employment records (7 years after termination)
- I-9 forms (3 years after hire or 1 year after termination)
- Benefits documentation (6 years)
Research Records
- Lab notebooks (varies by field)
- Data supporting publications (7 years minimum)
- IRB records (3 years after study completion)
Quick Links
| Resource | Description |
|---|---|
| Purview Records Management | Records management portal |
| Records Management Overview | Microsoft documentation |
| Implementation Guide | Enterprise deployment guide |
Related Solutions
- Data Lifecycle Management — Basic retention (without records features)
- eDiscovery — Legal holds interact with retention
- Compliance Manager — Track records management compliance