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Records Management
in Microsoft 365
August 2020
Discovering and managing data is challenging
GDPR Regulations
are increasing
OSHA
CCPA
Sarbanes-
Oxley Act
Federal Data
Protection Law
General Data
Privacy Law
PPA
HIPAA
PDPA
Personal
Information
Security
Specification
PIPA
US IRS Publication 583
EU Directive
2006/24/EC
POPI
Data
Vendors
Platforms
Public
Remote
Private
Cloud SaaS
StructuredUnstructured
Records
SMS
Documents
Corporate
Emails
>80%
of corporate data is “dark” –
it’s not classified protected or
governed2
#1
Protecting and governing
sensitive data is biggest concern
in complying with regulations
70%
of companies see “backup and
archival personal data” represent
the largest area of privacy risk
Insider
Risk Management
Identify and take action on
critical insider risks
Protect and govern data
wherever it lives
Information
Protection &
Governance
Quickly investigate and
respond with relevant data
Discover
& Respond
Compliance Management Simplify compliance and reduce risk
Intelligent compliance and risk management solutions
Information
Protection
and
Governance
Protect and govern
data –
wherever it lives
88%
88%
GOVERN
YOUR DATA
KNOW
YOUR DATA
PROTECT
YOUR DATA
PREVENT
DATA LOSS
ISVs, 3rd-party
Data growing at exponential rate
Discover Classify
Unified approach
Devices Apps Cloud services On-premises
 Sensitive info discovery
 Content explorer
 Activity explorer
Monitor
Protection Governance
 Prevent data loss
 Encryption
 Restrict access
 Watermark
 Archiving
 Retention & deletion
 Records management
 Disposition reviews
Apply policy
 Audit trail
 Proof of disposals
Manage high value content
following the specialized
workflows required to meet legal,
business, or regulatory
recordkeeping obligations
Manage risk and liability by only
keeping what you need and
deleting what you don’t across
your entire digital estate
INFORMATION GOVERNANCE
Automatically retain,
delete, and store
information and records
In a compliant manner
Microsoft Information Governance
Intelligent and built-in information and records management
W
RECORDS MANAGEMENT
GOVERN
YOUR DATA
What is records
management?
“… efficient and systematic control of the creation,
receipt, maintenance, use and disposition of
records, including the processes for capturing and
maintaining evidence of and information about
business activities and transactions in the form of
records…"
- ISO 15489-1: 2001 standard
Records management challenges
Records
are everywhere
“The increased volume of
information and multiple
collaboration systems
increase cost and create
complexity for managing
records.”
Inconsistency
and user error
“We can’t rely on end users
to correctly categorize
records—they want to focus
on doing their jobs.”
Records
lost in the shuffle
“Moving content to a
system of record instead of
managing them in place
increases the risk that
records are missed or not
declared properly.”
Overwhelming
updates
“It’s difficult for our
recordkeeping systems to
keep up with frequently
changing international,
federal, and jurisdictional
requirements.”
Records Management
Manage legal, business, and regulatory recordkeeping obligations
Built-in
Classify, retain, review, dispose, and manage content
without compromising user productivity and data security
Intelligent
Manage unstructured data at scale through automated and
intelligent classification (e.g. trainable classifiers)
Defensible
Respond to compliance obligations by providing proof of
disposal and documented audit trails
Demo
Records management journey
Define
your retention schedule,
including categories,
retention period, and process
Classify
your content based on
your defined categories
Execute
retention and disposition
actions on your content
based on policies
Records management journey
Define Identify applicable regulations
Create policies & procedures
Create retention schedule
your retention schedule,
including categories,
retention period, and process
M365 Records Management Community Webinar
M365 Records Management Community Webinar
Remove from navigation
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
Create this label
M365 Records Management Community Webinar
M365 Records Management Community Webinar
Records management journey
Define
your retention schedule,
including categories,
retention period, and process
Classify
your content based on
your defined categories
Execute
retention and disposition
actions on your content
based on policies
Records management journey
Classify
your content based on
your defined categories
Classify content across Microsoft 365 & 3rd party data
Intelligently automate classification
Ensure immutability while enabling collaboration
Active
Active
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
Active
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
Records management journey
Define
your retention schedule,
including categories,
retention period, and process
Classify
your content based on
your defined categories
Execute
retention and disposition
actions on your content
based on policies
Records management journey
Execute Collect disposition approvals
Prove destruction of records
Defensibly demonstrate adherence to processes
retention and disposition
actions on your content
based on policies
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
M365 Records Management Community Webinar
Records management recap
Define
your retention schedule,
including categories,
retention period, and process
Classify
your content based on
your defined categories
Execute
retention and disposition
actions on your content
based on policies
Resources
UserVoice: https://aka.ms/RMUV
Webinars:
• Data is exploding: Intelligently manage
your data lifecycle with information
governance
• Learn more about intelligent information
governance across all your data
• Records Management webinar:
aka.ms/M365RM_webinar
Documentation: https://aka.ms/RMDocs
Start a trial of E5 Compliance:
• https://aka.ms/M365E5ComplianceTrial
© Copyright Microsoft Corporation. All rights reserved.
Thank you.

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M365 Records Management Community Webinar

  • 2. Discovering and managing data is challenging GDPR Regulations are increasing OSHA CCPA Sarbanes- Oxley Act Federal Data Protection Law General Data Privacy Law PPA HIPAA PDPA Personal Information Security Specification PIPA US IRS Publication 583 EU Directive 2006/24/EC POPI Data Vendors Platforms Public Remote Private Cloud SaaS StructuredUnstructured Records SMS Documents Corporate Emails >80% of corporate data is “dark” – it’s not classified protected or governed2 #1 Protecting and governing sensitive data is biggest concern in complying with regulations 70% of companies see “backup and archival personal data” represent the largest area of privacy risk
  • 3. Insider Risk Management Identify and take action on critical insider risks Protect and govern data wherever it lives Information Protection & Governance Quickly investigate and respond with relevant data Discover & Respond Compliance Management Simplify compliance and reduce risk Intelligent compliance and risk management solutions
  • 4. Information Protection and Governance Protect and govern data – wherever it lives 88% 88% GOVERN YOUR DATA KNOW YOUR DATA PROTECT YOUR DATA PREVENT DATA LOSS ISVs, 3rd-party Data growing at exponential rate Discover Classify Unified approach Devices Apps Cloud services On-premises  Sensitive info discovery  Content explorer  Activity explorer Monitor Protection Governance  Prevent data loss  Encryption  Restrict access  Watermark  Archiving  Retention & deletion  Records management  Disposition reviews Apply policy  Audit trail  Proof of disposals
  • 5. Manage high value content following the specialized workflows required to meet legal, business, or regulatory recordkeeping obligations Manage risk and liability by only keeping what you need and deleting what you don’t across your entire digital estate INFORMATION GOVERNANCE Automatically retain, delete, and store information and records In a compliant manner Microsoft Information Governance Intelligent and built-in information and records management W RECORDS MANAGEMENT GOVERN YOUR DATA
  • 6. What is records management? “… efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records…" - ISO 15489-1: 2001 standard
  • 7. Records management challenges Records are everywhere “The increased volume of information and multiple collaboration systems increase cost and create complexity for managing records.” Inconsistency and user error “We can’t rely on end users to correctly categorize records—they want to focus on doing their jobs.” Records lost in the shuffle “Moving content to a system of record instead of managing them in place increases the risk that records are missed or not declared properly.” Overwhelming updates “It’s difficult for our recordkeeping systems to keep up with frequently changing international, federal, and jurisdictional requirements.”
  • 8. Records Management Manage legal, business, and regulatory recordkeeping obligations Built-in Classify, retain, review, dispose, and manage content without compromising user productivity and data security Intelligent Manage unstructured data at scale through automated and intelligent classification (e.g. trainable classifiers) Defensible Respond to compliance obligations by providing proof of disposal and documented audit trails
  • 10. Records management journey Define your retention schedule, including categories, retention period, and process Classify your content based on your defined categories Execute retention and disposition actions on your content based on policies
  • 11. Records management journey Define Identify applicable regulations Create policies & procedures Create retention schedule your retention schedule, including categories, retention period, and process
  • 24. Records management journey Define your retention schedule, including categories, retention period, and process Classify your content based on your defined categories Execute retention and disposition actions on your content based on policies
  • 25. Records management journey Classify your content based on your defined categories Classify content across Microsoft 365 & 3rd party data Intelligently automate classification Ensure immutability while enabling collaboration
  • 50. Records management journey Define your retention schedule, including categories, retention period, and process Classify your content based on your defined categories Execute retention and disposition actions on your content based on policies
  • 51. Records management journey Execute Collect disposition approvals Prove destruction of records Defensibly demonstrate adherence to processes retention and disposition actions on your content based on policies
  • 61. Records management recap Define your retention schedule, including categories, retention period, and process Classify your content based on your defined categories Execute retention and disposition actions on your content based on policies
  • 62. Resources UserVoice: https://aka.ms/RMUV Webinars: • Data is exploding: Intelligently manage your data lifecycle with information governance • Learn more about intelligent information governance across all your data • Records Management webinar: aka.ms/M365RM_webinar Documentation: https://aka.ms/RMDocs Start a trial of E5 Compliance: • https://aka.ms/M365E5ComplianceTrial
  • 63. © Copyright Microsoft Corporation. All rights reserved. Thank you.