Records management in Microsoft 365

Microsoft 365 licensing guidance for security & compliance.

Organizations of all types require a records-management solution to manage regulatory, legal, and business-critical records across their corporate data. Records management in Microsoft 365 helps an organization manage their legal obligations, provides the ability to demonstrate compliance with regulations, and increases efficiency with regular disposition of items that are no longer required to be retained, no longer of value, or no longer required for business purposes.

Records management in Microsoft 365 provides the following capabilities:

  • Label content as a record. Create and publish retention labels that mark content as a record that can then be applied by end users or auto-applied by identifying sensitive information, keywords, or content types.

  • Migrate and manage your retention requirements with file plan. By using a file plan, you can bring in an existing retention plan to Microsoft 365, or build a new one for enhanced management capabilities.

  • Establish retention and deletion policies within the record label. Define retention and disposition periods based on various factors that include the date last modified or created.

  • Trigger event-based retention with event-based retention.

  • Review and validate disposition with disposition reviews and proof of records deletion.

  • Export information about all disposed items with the export option.

  • Set specific permissions for records manager functions in your organization to have the right access.

With the records-management solution in Microsoft 365, you can incorporate your organization’s retention schedules into the file plan to manage retention, records declaration, and disposition to support the full lifecycle of your content.

Next steps

If you are ready to get started with records management in Microsoft 365, see Learn about records.