Microsoft 365 Certified: Administrator ExpertImplement and manage Microsoft Purview complianceMedium
A Microsoft 365 administrator is configuring a retention policy for all SharePoint sites to ensure that documents are kept for at least five years, regardless of user actions. After five years, the documents should be automatically deleted. The administrator wants to ensure that users cannot circumvent this policy by manually deleting items before the retention period expires. Which type of retention label or policy should be applied?
- AA retention label with 'retain and then delete' and 'regulatory record' declaration
- BAn adaptive retention policy
- CA retention label with 'retain and then delete' and a 'record' declaration
- DA basic retention policy with 'retain for a specific period'
Show answer & explanationAnswer & explanation
Correct answer: A. A retention label with 'retain and then delete' and 'regulatory record' declaration
To prevent users from circumventing the policy by deleting items before the retention period, a 'regulatory record' declaration is required. This makes the item immutable and ensures it cannot be deleted or edited until the retention period expires, even by administrators, providing the highest level of immutability.
Why the other options are wrong
- B. Adaptive retention policies use dynamic queries for scope but don't inherently prevent early deletion.
- C. A 'record' declaration prevents users from editing or deleting, but a Global Administrator can still remove the record status or delete the item. It's not the highest level of immutability.
- D. A basic retention policy retains items but doesn't prevent users from deleting them before the retention period ends, only moving them to the preservation hold library.
Regulatory Record Declaration
A classification for content in Microsoft Purview that renders it immutable, preventing deletion or modification by any user, including administrators, until its retention period is met.
- Provides the highest level of content immutability.
- Prevents deletion or modification by all users, including Global Admins.
- Used for strict regulatory compliance requirements.
Memory trick: Regulatory Records are locked down, even from the King (Admin)!