了解 Microsoft 365 中的记录管理Learn about records management in Microsoft 365

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

所有类型的组织都需要一个记录管理解决方案跨公司数据管理法规、法律和业务关键记录。Organizations of all types require a records-management solution to manage regulatory, legal, and business-critical records across their corporate data. Microsoft 365 中的记录管理有助于组织管理其法律义务,提供证明遵守法规的能力,并通过定期处置不再需要保留、不再具有价值或不再需要用于业务目的的项目来提高效率。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.

请使用以下功能支持 Microsoft 365 中的记录管理解决方案:Use the following capabilities to support your records management solution in Microsoft 365:

  • 将内容标记为记录Label content as a record. 创建并配置将内容标记为记录的保留标签,该类标签随后可由用户应用,或通过标识敏感信息、关键字或内容类型自动应用。Create and configure retention labels to mark content as a record that can then be applied by users or automatically applied by identifying sensitive information, keywords, or content types.

  • 使用文件计划迁移和管理保留要求Migrate and manage your retention requirements with file plan. 通过使用文件计划,可将现有保留计划引入 Microsoft 365,或者构建一个新的保留计划来增强管理功能。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.

  • 使用保留标签配置保留和删除设置Configure retention and deletion settings with retention labels. 根据各种因素(包括上次修改日期或上次创建日期)配置有关保留期和操作的保留标签Configure retention labels with the retention periods and actions based on various factors that include the date last modified or created.

  • 使用 基于事件的保留在事件发生时启动不同的保留期Start different retention periods when an event occurs with event-based retention.

  • 使用 处置评审记录删除证明 审核并验证处置Review and validate disposition with disposition reviews and proof of records deletion.

  • 使用 导出选项导出有关所有已处置项的信息Export information about all disposed items with the export option.

  • 为组织中的记录管理器功能 设置特定权限,以便 具有正确的访问权限Set specific permissions for records manager functions in your organization to have the right access.

借助这些功能,你可以将组织的保留计划和要求合并到用以管理保留、记录声明和处置的记录管理解决方案中,从而支持完整的内容生命周期。Using these capabilities, you can incorporate your organization's retention schedules and requirements into a records management solution that manages retention, records declaration, and disposition, to support the full lifecycle of your content.

除了阅读联机文档,你还可以收听有关记录管理的网络研讨会录制内容并下载随附的常见问题幻灯片组,这种方法可能也会非常有用。In addition to the online documentation, you might find it useful to listen to the webinar recording for records management, and download the accompanying deck with FAQs.

记录Records

将内容声明为记录时:When content is declared a record:

  • 会针对允许或阻止对记录项进行的操作施加限制。Restrictions are placed on the items in terms of what actions are allowed or blocked.

  • 记录了有关该项的其他活动。Additional activities about the item are logged.

  • 保留期结束时将其删除时,拥有处置证明。You have proof of disposition when the items are deleted at the end of their retention period.

使用 保留标签将内容标记为 记录管理记录You use retention labels to mark content as a record, or a regulatory record. 这两者之间的差异将在下一节中介绍。The difference between these two are explained in the next section. 你可以发布这些标签,以便用户和管理员可以将其应用于内容,或自动应用这些标签到你想标记为记录或合规性记录的内容。You can either publish those labels so that users and administrators can manually apply them to content, or auto-apply those labels to content that you want to mark as a record or a regulatory record.

通过使用保留标签来声明记录,可在 Microsoft 365 环境中实现单一一致的记录管理策略。By using retention labels to declare records, you can implement a single and consistent strategy for managing records across your Microsoft 365 environment.

比较对允许或阻止的操作的限制Compare restrictions for what actions are allowed or blocked

使用以下表格识别应用标准保留标签和将内容标记为记录或合规性记录的保留标签后,对内容施加的限制。Use the following table to identify what restrictions are placed on content as a result of applying a standard retention label, and retention labels that mark content as a record or regulatory record.

标准保留标签具有保留设置和操作,但不会将内容标记为记录或合规性记录。A standard retention label has retention settings and actions but doesn't mark content as a record or a regulatory record.

备注

为确保完整性,表格包括已锁定和已解锁的记录列,适用于 SharePoint 和 OneDrive,但不适用于 Exchange。For completeness, the table includes columns for a locked and unlocked record, which is applicable to SharePoint and OneDrive, but not Exchange. 锁定和解锁记录的功能使用 Exchange 项目不支持的记录版本控制功能。The ability to lock and unlock a record uses record versioning that isn't supported for Exchange items. 因此,对于标记为记录的所有 Exchange 项目,该行为会映射到 记录 - 已锁定 列,而 记录 - 已解锁列 则不相关。So for all Exchange items that are marked as a record, the behavior maps to the Record - locked column, and the Record - unlocked column is not relevant.

操作Action 保留标签Retention label 记录 - 已锁定Record - locked 记录 - 已解锁Record - unlocked 合规性记录Regulatory record
编辑内容Edit contents 允许Allowed 阻止Blocked 允许Allowed 阻止Blocked
编辑属性(包括重命名)Edit properties, including rename AllowedAllowed 允许Allowed 允许Allowed 阻止Blocked
删除Delete 允许 1Allowed 1 阻止Blocked 阻止Blocked 阻止Blocked
复制Copy 允许Allowed 允许Allowed 允许Allowed 允许Allowed
在容器 2 中移动Move within container 2 允许Allowed 允许Allowed 允许Allowed 允许Allowed
围绕容器 2 移动Move across containers 2 允许Allowed 如果从未解锁,则允许Allowed if never unlocked 阻止Blocked 阻止Blocked
打开/读取Open/Read 允许Allowed 允许Allowed 允许Allowed AllowedAllowed
更改标签Change label 允许Allowed 允许 - 仅容器管理员Allowed - container admin only 允许 - 仅容器管理员Allowed - container admin only 已阻止Blocked
删除标签Remove label 允许Allowed 允许 - 仅容器管理员Allowed - container admin only 允许 - 仅容器管理员Allowed - container admin only 已阻止Blocked

页脚:Footnotes:

1OneDrive 和 Exchange 支持此功能,方法是在安全位置保留一份副本,但 SharePoint 阻止此功能。1 Supported by OneDrive and Exchange by retaining a copy in a secured location, but blocked by SharePoint.

当你将保留标签应用于具有文档附件的列表项时,该文档不会继承保留设置,因此可以从列表项中删除。When you apply a retention label to a list item that has a document attachment, that document doesn't inherit the retention settings and can be deleted from the list item. 相比之下,如果该列表项被声明为带有保留标签的记录,则文档附件将继承保留设置,并且无法删除。In comparison, if that list item was declared a record with a retention label, the document attachment would inherit the retention settings and couldn't be deleted.

2 个容器包括 SharePoint 文档库、OneDrive 帐户和 Exchange 邮箱。2 Containers include SharePoint document libraries, OneDrive accounts, and Exchange mailboxes.

重要

合规性记录的最重要的差别是,在应用到内容后,任何人(哪怕是是全局管理员)都无法删除标签。The most important difference for a regulatory record is that after it is applied to content, nobody, not even a global administrator, can remove the label.

为合规性记录配置的保留标签还具有以下管理员限制:Retention labels configured for regulatory records also have the following admin restrictions:

  • 保存标签后,不能缩短保留期,只能对其进行扩展。The retention period can't be made shorter after the label is saved, only extended.
  • 自动标记策略不支持这些标签,必须使用保留标签策略应用这些标签。These labels aren't supported by auto-labeling policies, and must be applied by using retention label policies.

此外,合规性标签无法应用于在 SharePoint 中签出的文档。In addition, a regulatory label can't be applied to a document that's checked out in SharePoint.

由于存在这些限制和不可逆操作,在针对保留标签选择此选项之前,请确保自己确实需要使用合规性记录。Because of the restrictions and irreversible actions, make sure you really do need to use regulatory records before you select this option for your retention labels. 为帮助防止意外配置,默认情况下该选项不可用,但必须先使用 PowerShell 启用。To help prevent accidental configuration, this option is not available by default but must first be enabled by using PowerShell. 有关说明,请参阅使用保留标签 声明记录Instructions are included in Declare records by using retention labels.

配置指南Configuration guidance

请参阅记录管理入门See Get started with records management.

若要将内容标记为记录,请参阅使用保留标签声明记录To mark content as a record, see Declare records by using retention labels.