A company must ensure that all emails containing specific project codes (e.g., 'PROJ-FIN-2023') are retained for seven years and then automatically deleted. These project codes appear in the subject or body of emails. The company wants to automate this process to apply the retention policy only to relevant emails without requiring users to manually apply sensitivity labels. Which method should be used to achieve this?
- AApply a retention label with a 'record' declaration to all emails.
- BCreate a retention policy based on a keyword query for Exchange email.
- CConfigure a trainable classifier to identify project-related emails.
- DImplement a Data Loss Prevention (DLP) policy to detect project codes.
Show answer & explanationAnswer & explanation
Correct answer: B. Create a retention policy based on a keyword query for Exchange email.
Creating a retention policy with a keyword query (e.g., 'PROJ-FIN-2023' in subject or body) specifically for Exchange email is the most direct and automated way to apply retention to only relevant emails. This method allows for automatic identification and application of the retention period without user intervention or the need for sensitivity labels, meeting both the retention and automation requirements.
Why the other options are wrong
- A. Applying a 'record' declaration to all emails is too broad and not specific to project codes; it also makes emails immutable, which might not be required.
- C. Trainable classifiers are for identifying types of content based on examples, which is overkill and less precise for specific project codes than a direct keyword query.
- D. DLP policies are for preventing data loss, not primarily for applying retention and auto-deletion based on keywords.
Keyword Query Retention Policy
A Microsoft Purview retention policy that uses specific keywords or properties to identify and apply retention settings to content, automating the process based on content attributes.
- Targets specific content based on keywords, properties, or sensitive info types.
- Automates the application of retention settings (retain and/or delete).
- Eliminates the need for manual user tagging.
- Applicable to Exchange, SharePoint, OneDrive, Teams.
Memory trick: Keyword Retention: Your emails follow the rules by keywords.