Microsoft 365 Certified: Administrator ExpertImplement and manage Microsoft Purview complianceMedium
A legal department requests that all existing emails and documents related to a specific legal case, identified by a unique case ID in their subject lines or document properties, be preserved indefinitely and made searchable for eDiscovery. New content matching this criteria must also be preserved. What is the most efficient way to achieve this using Microsoft Purview?
- AImplement a Microsoft 365 retention label with indefinite retention, and instruct users to manually apply it to relevant content.
- BApply a litigation hold to all Exchange mailboxes and SharePoint sites, then perform a content search.
- CCreate a retention policy based on a keyword query for the unique case ID, set to retain content indefinitely.
- DUse an eDiscovery (Standard) case to apply a hold to all relevant custodians and locations.
Show answer & explanationAnswer & explanation
Correct answer: C. Create a retention policy based on a keyword query for the unique case ID, set to retain content indefinitely.
A keyword query-based retention policy can automatically identify and preserve existing and new content across Exchange and SharePoint that matches the specific case ID, ensuring indefinite retention and making it discoverable without manual intervention.
Why the other options are wrong
- A. Manual application of labels is prone to errors and is not suitable for ensuring all relevant content is captured automatically and proactively.
- B. Applying a litigation hold to all mailboxes/sites is too broad and inefficient; it would preserve irrelevant data.
- D. While eDiscovery cases are used for holds, a retention policy is more efficient for continuously preserving all relevant content based on criteria, rather than a case-specific hold that might require manual updates for new content.
Keyword Query Retention Policy
A retention policy that uses specific keywords or properties to identify and preserve content across Microsoft 365 workloads, ensuring that only relevant items are retained based on defined criteria.
- Automatically identifies content based on keywords/properties.
- Applies retention to existing and new matching content.
- Efficiently preserves specific types of data for legal or regulatory needs.
Memory trick: Keywords in, retention wins!