深入瞭解 Microsoft 365 中的記錄管理Learn about records management in Microsoft 365

Microsoft 365 安全性與合規性的授權指引Microsoft 365 licensing guidance for security & compliance.

所有類型的組織都需要記錄管理解決方案,用來管理其公司資料間的法規、法務及業務關鍵記錄。Organizations of all types require a records-management solution to manage regulatory, legal, and business-critical records across their corporate data. Microsoft 365 中的記錄管理可幫助組織管理其法律義務,提供展現法規遵循的能力,並提高不再需要保留、不再具有價值或商業用途不再需要的項目一般處置的效率。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.

請使用下列功能以支援 Microsoft 365 中的記錄管理解決方案:Use the following capabilities to support your records management solution in Microsoft 365:

  • 標籤內容做為記錄Label content as a record. 建立並設定保留標籤,以便將內容標示為記錄,讓使用者自行套用或透過辨識敏感性資訊、關鍵字、或內容類型而自動套用。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.

  • 使用檔案計劃來移轉和管理您的保留需求Migrate and manage your retention requirements with file plan. 透過使用檔案計劃,您可以將現有的保留計劃帶入 Microsoft 365,或是建立新的保留方案以增強管理功能。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.

  • 使用保留標籤以便設置保留和刪除的設定值Configure retention and deletion settings with retention labels. 依照各種因素,包括建立的日期或最近一次修改的日期,使用保留期間和動作設定保留標籤Configure retention labels with the retention periods and actions based on various factors that include the date last modified or created.

  • 利用 事件型保留當事件發生時開始不同的保留期間Start different retention periods when an event occurs with event-based retention.

  • 使用 處置檢閱記錄刪除證明來 檢閱並驗證處置Review and validate disposition with disposition reviews and proof of records deletion.

  • 使用 匯出選項匯出所有已處置項目的相關資訊Export information about all disposed items with the export option.

  • 為組織中的記錄管理員功能 設定特定權限,以讓其 具有適當權限Set specific permissions for records manager functions in your organization to have the right access.

藉由使用這些功能,您可以將組織的保留排程和需求整合成一份記錄管理解決方案,以便管理保留、紀錄聲明和處置,以支援完整的內容生命週期。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.

除了線上文件,您可能會發現,收聽記錄管理的網路研討會錄音檔,並下載隨附的常見問題投影片組是很實用的。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.

記錄Records

當内容被宣告為記錄時:When content is declared a record:

  • 根據允許或封鎖的動作,對項目施加限制。Restrictions are placed on the items in terms of what actions are allowed or blocked.

  • 關於項目的其他活動會予以記錄。Additional activities about the item are logged.

  • 在項目保留期結束時將其刪除時,您會有處置證明。You have proof of disposition when the items are deleted at the end of their retention period.

您可以使用 保留標籤將內容標示為 [記錄][監管記錄]You use retention labels to mark content as a record, or a regulatory record. 下一章節將說明兩個二者之間的差異。The difference between these two are explained in the next section. 您可以發佈這些標籤,讓使用者和系統管理員手動將這些標籤套用至內容,或自動將這些標籤套用至您想要標記為記錄或監管記錄的內容。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.

透過使用保留標籤來宣告記錄,您可以實施單一且一致的管理記錄策略在您的 Microsoft 365 環境中管理記錄。By using retention labels to declare records, you can implement a single and consistent strategy for managing records across your Microsoft 365 environment.

比較允許或封鎖動作的限制Compare restrictions for what actions are allowed or blocked

使用下表格來找出由於套用標準保留標籤,而對內容施加的限制,以及將內容標示為記錄或監管記錄的保留標籤。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.

標準的保留標籤具有保留設定和動作,但不能將內容標示為記錄或監管記錄。A standard retention label has retention settings and actions but doesn't mark content as a record or a regulatory record.

注意

為了完整起見,表格包含鎖定和解除鎖定記錄的欄,這適用於 SharePoint 和 OneDrive,但不適用 Exchange。For completeness, the table includes columns for a locked and unlocked record, which is applicable to SharePoint and OneDrive, but not Exchange. 鎖定和解除鎖定記錄的功能會使用記錄版本設定,其不支援 Exchange 項目。The ability to lock and unlock a record uses record versioning that isn't supported for Exchange items. 因此,針對標示為記錄的所有 Exchange 項目,行為會對應到 記錄 - 鎖定 欄,而 記錄 - 解除鎖定 則不相關。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.

動作Action 保留標籤Retention label 記錄 - 鎖定Record - locked 記錄 - 解除鎖定Record - unlocked 監管記錄Regulatory record
編輯內容Edit contents 允許Allowed 封鎖Blocked 已允許Allowed 封鎖Blocked
編輯內容,包括重新命名Edit properties, including rename 已允許Allowed 已允許Allowed 允許Allowed 封鎖Blocked
刪除Delete 允許 1Allowed 1 封鎖Blocked 封鎖Blocked 封鎖Blocked
複製Copy 已允許Allowed 已允許Allowed 已允許Allowed 允許Allowed
在容器內移動 2Move within container 2 允許Allowed 已允許Allowed 已允許Allowed 已允許Allowed
在容器間移動 2Move across containers 2 允許Allowed 如果從未解除鎖定則允許Allowed if never unlocked 封鎖Blocked 封鎖Blocked
開啟/讀取Open/Read 允許Allowed 已允許Allowed 已允許Allowed 已允許Allowed
變更標籤Change label 允許Allowed 允許 - 僅限容器系統管理員Allowed - container admin only 允許 - 僅限容器系統管理員Allowed - container admin only 封鎖Blocked
移除標籤Remove label 允許Allowed 允許 - 僅限容器系統管理員Allowed - container admin only 允許 - 僅限容器系統管理員Allowed - container admin only 封鎖Blocked

註腳:Footnotes:

1 OneDrive 和 Exchange 透過將複本保留在安全的位置但由 SharePoint 鎖定而支援。1 Supported by OneDrive and Exchange by retaining a copy in a secured location, but blocked by SharePoint.

使用者嘗試刪除 SharePoint 中的加標籤文件時會看見的訊息:Message a user sees if they try to delete a labeled document in SharePoint:

無法從 SharePoint 中刪除項目的訊息

2 容器包括 SharePoint 文件庫和 Exchange 信箱。2 Containers include SharePoint document libraries and Exchange mailboxes.

重要

監管記錄最重要的差異是,當它套用到內容之後,沒有人 (甚至全域系統管理員),可以移除標籤。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.

針對法規記錄設定的保留標籤也具有下列系統管理員限制:Retention labels configured for regulatory records also have the following admin restrictions:

  • 儲存標籤後,保留期間就無法縮短,僅可以延長。The retention period can't be made shorter after the label is saved, only extended.
  • 自動標籤原則不支援這些標籤,而且必須使用保留標籤原則來套用。These labels aren't supported by auto-labeling policies, and must be applied by using retention label policies.

此外,法規標籤不能套用至在 SharePoint 中簽出的檔案。In addition, a regulatory label can't be applied to a document that's checked out in SharePoint.

由於存在限制以及這些動作無法逆轉,請先確認您有必要使用法規記錄,再針對保留標籤選取此選項。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. 為了防止意外的設定,預設不提供此選項,必須先用 PowerShell 啟動。To help prevent accidental configuration, this option is not available by default but must first be enabled by using PowerShell. 使用保留標籤宣告記錄中包含所有説明。Instructions are included in Declare records by using retention labels.

配置指導方針Configuration guidance

請參照開始使用記錄管理See Get started with records management.

若要將內容標示為記錄,請參閱使用保留標籤宣告記錄To mark content as a record, see Declare records by using retention labels.