记录管理入门Get started with records management

Microsoft 365 安全性与合规性许可指南Microsoft 365 licensing guidance for security & compliance.

准备好开始使用 Microsoft 365 中的记录管理解决方案来管理组织的高价值内容以满足法律、业务或法规方面的义务了吗?Ready to start managing your organization's high-value content for legal, business, or regulatory obligations by using a records management solution in Microsoft 365? 请遵循下面的简要指南来完成入门:Use the following high-level guidance to get started:

  1. 了解记录管理解决方案 以及在将文档和电子邮件声明为记录时允许或阻止的操作:了解记录管理Understand the records management solution and what actions are allowed or blocked when documents and emails are declared records: Learn about records management.

  2. 了解保留标签和保留机制的工作原理(针对 SharePoint 和 Exchange),因为保留标签将用于声明记录:了解保留策略和保留标签Understand retention labels and how retention works for SharePoint and Exchange, because retention labels are used to declare records: Learn about retention policies and retention labels

  3. 通过 导入现有计划(如果有)或 创建用于声明记录的新保留标签创建有关保留设置和操作的文件计划Create your file plan for retention settings and actions by importing an existing plan if you have one, or create new retention labels that declare records.

  4. 发布并应用保留标签Publish and apply your retention labels. 保留标签是可重用的构建基块,可用于多个策略中,并可纳入用户工作流中:Retention labels are reusable building blocks that can be used in multiple policies and can be incorporated into user workflows:

记录管理的订阅和许可要求Subscription and licensing requirements for records management

许多不同的订阅都支持记录管理,并且用户的许可要求取决于你使用的功能。A number of different subscriptions support records management and the licensing requirements for users depend on the features you use.

若要查看许可用户以便受益于 Microsoft 365 合规性功能的选项,请参阅 Microsoft 365 安全性与合规性许可指南To see the options for licensing your users to benefit from Microsoft 365 compliance features, see the Microsoft 365 licensing guidance for security & compliance. 对于记录保留,请参阅记录管理部分和相关 PDF 或 Excel 下载内容,以了解功能级别许可要求。For records management, see the Records Management section and related PDF or Excel download for feature-level licensing requirements.

记录管理所需的权限Permissions required for records management

负责记录管理的合规性团队成员必须有权访问 Microsoft 365 合规中心Members of your compliance team who are responsible for records management need permissions to the Microsoft 365 compliance center. 默认情况下,租户管理员(全局管理员)有权访问此位置,并可向合规专员和其他人提供访问权限,而不为其提供租户管理员的所有权限。为了授予该有限管理权限,建议将用户添加至授予所有与记录管理相关的功能的权限的 记录管理 管理员角色组,其中包括 处置审查和验证By default, the tenant admin (global administrator) has access to this location and can give compliance officers and other people access without giving them all the permissions of a tenant admin. To grant permissions for this limited administration, we recommend that you add users to the Records Management admin role group, which grants permissions for all features related to records management, including disposition review and verification.

对于只读角色,可以创建新的角色组,并将 只读记录管理 角色添加到该组中。For a read-only role, you can create a new role group and add the View-Only Record Management role to this group.

有关角色组和角色的更多信息,请参阅安全与合规中心内的权限For more information about role groups and roles, see Permissions in the Security & Compliance Center.

有关将用户添加到角色组并分配角色的说明,请参阅向用户授予对安全与合规中心的访问权限For instructions to add users to role groups and assign roles, see Give users access to the Security & Compliance Center.

只有在创建、配置和应用用于声明记录和管理处置的保留标签时才需要这些权限。These permissions are required only to create, configure, and apply retention labels that declare records, and manage disposition. 配置这些标签的人员不需要访问该内容。The person configuring these labels doesn't require access to the content.

记录管理常见方案Common scenarios for records management

请使用下表将业务需求与记录管理支持的方案对应起来。Use the following table to help you map your business requirements to the scenarios that are supported by records management.

备注

由于记录管理使用保留标签将项目标记为记录,因此此表中的许多方案还会列为保留策略和保留标签常见方案Because records management uses retention labels to mark an item as a record, many scenarios in this table are also listed as common scenarios for retention policies and retention labels.

我想...I want to ... 文档Documentation
声明记录Declare a record 使用保留标签声明记录Declare records by using retention labels
更新记录Update a record 使用记录版本控制来更新存储在 SharePoint 或 OneDrive 中的记录Use record versioning to update records stored in SharePoint or OneDrive
让管理员和用户手动为文档和电子邮件应用保留和删除操作:Let admins and users manually apply retain and delete actions for documents and emails:
- SharePoint- SharePoint
- OneDrive- OneDrive
- Outlook 和 Outlook 网页版- Outlook and Outlook on the web
创建保留标签并在应用中应用它们Create retention labels and apply them in apps
让网站管理员为 SharePoint 库、文件夹或文档集中的所有内容设置默认保留和删除操作Let site admins set default retain and delete actions for all content in a SharePoint library, folder, or document set 创建保留标签并在应用中应用它们Create retention labels and apply them in apps
让用户使用 Outlook 规则向电子邮件自动应用保留和删除操作Let users automatically apply retain and delete actions to emails by using Outlook rules 创建保留标签并在应用中应用它们Create retention labels and apply them in apps
让管理员向文档理解模型应用保留和删除操作,以便将这些操作自动应用于 SharePoint 库中已标识的文档Let admins apply retain and delete actions to a document understanding model, so that these are automatically applied to identified documents in a SharePoint library 创建保留标签并在应用中应用它们Create retention labels and apply them in apps
向文档和电子邮件自动应用保留和删除操作Automatically apply retain and delete actions to documents and emails 自动向内容应用保留标签Apply a retention label to content automatically
从事件发生时开始计算保留期,比如:Start the retention period when an event occurs, such as:
- 员工离开组织- Employees leave the organization
- 合同到期- Contracts expire
- 产品生存期结束- End of product lifetime
从事件发生时开始计算保留期Start retention when an event occurs
限制对策略的更改,以帮助满足管理法规要求或防止恶意管理员Restrict changes to policies to help meet regulatory requirements or safeguard against rogue administrators 使用保留锁定来限制对保留策略和保留标签策略的更改Use Preservation Lock to restrict changes to retention policies and retention label policies
管理 SharePoint 中不同文档类型的生命周期Manage the lifecycle of different document types in SharePoint 使用保留标签管理 SharePoint 中存储的文档的生命周期Use retention labels to manage the lifecycle of documents stored in SharePoint
确保内容在内容保留期结束时被删除之前,有人进行评审和批准Make sure somebody reviews and approves before content is deleted at the end of its retention period 处置评审Disposition reviews
对在保留期结束时永久删除的内容有处置证明Have proof of disposition for content that is permanently deleted at the end of its retention period 处置记录Disposition of records
监视将保留和删除设置应用于项目的方式和位置Monitor how and where retain and delete settings are applied to items 监视保留标签Monitoring retention labels

有关记录的最终用户文档End-user documentation for records

在 Microsoft 365 应用中,用于记录管理的保留标签具有 UI 表现形式。Retention labels that are used for records management have a UI presence in Microsoft 365 apps. 请务必在将保留标签部署到生产网络前,为最终用户和技术支持人员提供指导。Make sure you provide guidance for end users and your help desk before you deploy retention labels to your production network.

最有效的最终用户文档将是你针对所选保留标签名称和配置提供的定制指南和说明。The most effective end-user documentation will be customized guidance and instructions you provide for the retention label names and configurations you choose. 请参阅以下文章,获取可用于培训用户和提高采用率的下载软件包:最终用户培训:M365 中的保留标签 – 如何提高采纳速度See the following post for a download package that you can use to train users and drive adoption: End User Training for Retention Labels in M365 – How to Accelerate Your Adoption.

以下部分中还提供了基本用户说明:手动应用保留标签You will also find basic user instructions in the following section: Manually apply retention labels.