In our last article, How Event-Based Retention Works in Office 365, we explained Microsoft’s announcement of event-based retention and how to configure it in Office 365. In this article we will discuss how RecordPoint Records365 complements event-based retention in Office 365 to create a complete records and information management solution.
How RecordPoint Enhances Event-Based Retention in Office 365
For highly regulated and government organizations, the out-of-the-box event-based retention features of Office 365 may not be enough to meet your needs. For example, you can only apply event-based retention to content located in Office 365. Automatic classification of content has limitations, is difficult to set up, and requires an E5 license.
In these cases, and many others, it may be the easiest and most cost effective to augment Office 365 functionality with a third-party records management and compliance tool like Records365. Records365 works with Office 365 to ensure you can use labels and out of the box event-based retention for some use cases, and leverage Office 365 labels in Records365 for other use cases.
There are a few ways in which RecordPoint can ingest and use Office 365 labels.
RecordPoint Can Use Office 365 Labels for Rules
Records365 uses an automated rules engine to automatically classify content in Office 365 and other content sources. We can look at document properties such as the document library name, site, content source, metadata, document title, and others to automatically apply the correct file plan category and retention schedule.
Records365 can also use the Office 365 label information to automatically classify content. This can be done by mapping Office 365 Compliance Labels to RecordPoint Item Categories. The mapping allows you to associate an Office 365 event-based label with a category in the RecordPoint file plan.
For example, the Office 365 label Employment Contract with event type Expiration of Contract or Agreement can be mapped to the RecordPoint File Plan Category called Employment Contract. This way, if the document is tagged with the label Employment Contract in Office 365 the that label will also be applied in RecordPoint.
There are several benefits to mapping your labels to Records365 over just using Office 365 labels:
- Instant Classification & Information Management. It can take up to seven days to apply a label in Office 365. With Records365 your labels and retention policies are applied immediately.
- Flexible Search. In Records365 you can easily search for multiple labels at a time and have an intuitive user interface for conducting an advanced search. Additionally, you can easily see when items are due to be disposed across all content sources.
- Set Label and Rule Importance. In Office 365 you can only apply one label to a piece of content. There is no way to set the importance of a label. If two labels could be automatically applied to content, then the label that is created first will be the one applied, not the label that is most important.
RecordPoint Can Categorize Content with Labels Across Multiple Systems
One of the excellent features of Records365 is the ability to manage content from many different sources, including Box, Physical Records, Exchange, file shares, and more. Since RecordPoint can map Office 365 Compliance Labels to RecordPoint Item Categories, we can also apply Office 365 labels to content in other sources.
For example, the Office 365 label Employment Contract is mapped to the RecordPoint File Plan Category called Employment Contract. The RecordPoint category can then be applied to content in including Box, Physical Records, Exchange, file shares, and more. This allows you to use one label schema across all your content in your organization, no matter where it lives.
You can also use the label metadata from an item in an Office 365 to apply a file plan category in Records365 automatic classification rules. You do not need to actually import the label to access this data; it can be read from the file.
RecordPoint Can Apply Events Across Multiple Sources
As we discussed in the article How Event-Based Retention Works in Office 365, Office 365 labels drive event-based retention. Labels can be synced from Office 365 to Records365 and applied to other content sources managed by Records365.
We can therefore take event information from Office 365 and apply the event to content located in these other content sources. This gives you the ability to apply event-based retention to content in Box, Physical Records, Exchange, file shares, and more using a single event action that originated in Office 365.
There are many more Office 365 integrations on our roadmap, so this is just a sample of what you will able to do with Office 365 and RecordPoint together.
Find Out What Records365 Can Do for You
Records365 is a records and information management solution that helps businesses to manage their regulatory, legal, and information governance across multiple content sources. It allows for federated content management, so you can manage all your content in one location, using a single set of rules and policies.
Records365 also has a range of connectors that allow you to connect to multiple platforms. This allows you to manage all your organization’s content, including content from Box, Dropbox, Exchange, G-Suite, Office 365, SharePoint, File Shares, Physical Records, and more, in one federated workspace
Schedule a demo with one of our knowledgeable consultants to see how Records365 can help your organization.