Labelling in Microsoft 365 - Retention & Sensitivity
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Are you classifying your data in Microsoft 365? You can add data classifications using sensitivity and retention labels but they do two very different things. In this session I will break down what the label options are, how you can use them, and why you should deploy them in your organization to keep your content compliant and secure.
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Labelling in Microsoft 365 - Retention & Sensitivity
- 1. NA Collab Summit 2022 Drew Madelung Labelling in Microsoft 365: Retention & Sensitivity
- 2. DIAMOND LEVEL PLATINUM LEVEL GOLD LEVEL THANK YOU TO OUR SPONSORS
- 3. Drew Madelung Email : drew.madelung@protiviti.com Twitter : @dmadelung Website: drewmadelung.com Associate Director â M365 Cloud Applications
- 4. Data Classification Labelling in M365 Sensitivity Labels Retention Labels Labelling in Microsoft 365: Retention & Sensitivity NA Collab Summit 2022 Demos on Demos
- 5. Where is everyone with data classification & labels?
- 7. The market is fragmented and confusing Breach notification Supervision GDPR Information governance Data loss prevention Archiving Fraud prevention Information protection eDiscovery Privacy Records management Access management Hundreds of compliance controls Hundreds of vendors
- 10. Microsoft Purview Information protection Data Lifecycle Management Insider risk management Investigations Compliance management For risk, compliance, and legal teams Risk & Compliance For data consumers, data engineers, data officers Unified Data Governance Data Mapping Data Cataloging Data Estate Insights GA GA Preview
- 11. AzurePurview+Microsoft365Compliance=MicrosoftPurview Azure Purview portal Microsoft Purview governance portal Azure Purview Data Map Microsoft Purview Data Map Azure Purview Data Catalog Microsoft Purview Data Catalog Azure Purview Data Insights Microsoft Purview Data Estate Insights Microsoft 365 compliance center Microsoft Purview compliance portal Microsoft Information Governance Microsoft Purview Data Lifecycle Management Records Management in Microsoft 365 Microsoft Purview Records Management Microsoft Information Protection Microsoft Purview Information Protection Office 365 Data Loss Prevention Microsoft Purview Data Loss Prevention Insider Risk Management Microsoft Purview Insider Risk Management Communication Compliance Microsoft Purview Communication Compliance Compliance Manager Microsoft Purview Compliance Manager Core eDiscovery in Microsoft 365 Microsoft Purview eDiscovery (Standard) Advanced eDiscovery in Microsoft 365 Microsoft Purview eDiscovery (Premium) Basic Audit in Microsoft 365 Microsoft Purview Audit (Standard) Advanced Audit in Microsoft 365 Microsoft Purview Audit (Premium)
- 12. Unified approach to discover, classify & label Automatically apply policy-based actions Proactive monitoring to identify risks Broad coverage across locations and applications Data growing at exponential rate Label Discover Classify Unified approach Devices Apps Cloud services On-premises ISVs, 3rd-party ď Sensitive data discovery ď Data at risk ď Policy violations Monitor ď Label Analytics ď Proactive alerts ď Supervision Protection Governance ď Encryption ď Restrict access ď Watermark ď Header/Footer ď Archiving ď Retention & deletion ď Records management ď Event based Apply policy Comprehensive policies to protect and govern your most important data â throughout its lifecycle
- 13. Powered by
- 14. Sensitivity labels Retention labels Description Labels to classify and protect emails, documents, Sites, Groups Labels to classify and preserve emails & documents in M365 â Exchange, SPO, Groups Label Settings ⢠Encryption ⢠Content Marking ⢠DLP ⢠Conditional Access Controls ⢠Retention ⢠Deletion Label Persistence Yes No Applied to User Container
- 22. Unified Management in Microsoft 365 compliance center Classify and label data in on-prem repositories Label and protect Office files natively across Windows, Mac, iOS, Android and Web Clients Label and protect sensitive SharePoint Sites, Teams, Office 365 Groups, PowerBI artifacts Automatically label and protect sensitive files in SharePoint Online and OneDrive for Business Extend protection through Microsoft Cloud App Security to third party clouds and SaaS apps Automatically label and protect sensitive emails in Exchange Online On-prem SharePoint Online Non-Microsoft Clouds and SaaS apps Exchange Online SharePoint Sites Teams, Microsoft 365 Groups Microsoft 365 Apps Across Platforms
- 29. Retention Labels
- 30. Keeping data longer than needed or required⌠⢠imposes significant costs and risks for your organization Removing data sooner than you should⌠⢠may cause undue hardship if itâs required for business reasons ⢠may make you non-compliant with policies and government regulations tools to manage retention and policy-based deletion are needed to balance these needs in a uniform way
- 31. DLM/RM Records Management Data Connectors Event Date Created Date Trigger Retention Event Trigger Data Lifecycle Management Auto-Classification Trainable Classifiers Sensitive Information Types Keywords and Metadata Delete content Retain content Last Modified Date SharePoint Syntex Adaptive Scopes Immutability Record Labels File Plan Pre-built data connectors Facebook Zoom Twitter Slack LinkedIn WhatsApp Bloomberg Verizon AT&T ICE Connector partners Globanet TeleMessage Labeled Date Retention Policies Informed by IG/RM eDiscovery Data Loss Prevention Document Understanding models Retention Labels Form Processing models Sensitivity Labels Auto-apply/Default Disposition Review More⌠Retention Labels Policy Standard Regulation Compliance Manager Remediations Controls Custom Microsoft 365 DLM/RM Records Management Data Connectors Event Date Created Date Trigger Retention Event Trigger Data Lifecycle Management Auto-Classification Trainable Classifiers Sensitive Information Types Keywords and Metadata Delete content Retain content Last Modified Date SharePoint Syntex Adaptive Scopes Immutability Record Labels File Plan Pre-built data connectors Facebook Zoom Twitter Slack LinkedIn WhatsApp Bloomberg Verizon AT&T ICE Connector partners Globanet TeleMessage Labeled Date Retention Policies Informed by IG/RM eDiscovery Data Loss Prevention Document Understanding models Retention Labels Form Processing models Sensitivity Labels Auto-apply/Default Disposition Review More⌠Retention Labels Policy Standard Regulation Compliance Manager Remediations Controls Custom Microsoft 365
- 32. Retain Retain and Delete Delete Retention can⌠Keep Access Requests for at least 5 years Keep customer information for 10 years and then delete Keep Team collaboration content no longer than 8 years
- 33. Retention wins over deletionâ 1 Longest retention period winsâ 2 Explicit inclusion wins over implicit inclusionâ 3 Shortest deletion period wins 4 Tie-breaking flow
- 34. ⢠Best for targeted retention scenarios ⢠Can be applied automatically or by end- users ⢠Have more choices than a Retention Policy for timing ⢠Can trigger a disposition review before removal ⢠Can add metadata to label to enhance administration
- 35. Chosen during label creation⌠(canât change the label type once saved) Regular label Record label Regulatory Record label The only type you get with Data Lifecycle Management
- 36. Location ⢠SharePoint, OneDrive, Exchange, Microsoft 365 Groups Metadata and property (uses KQL queries) ⢠Content type, metadata (built-in and custom) Keywords ⢠âProject XYZâ Out-of-box and custom Sensitive Information Types ⢠Financial, Healthcare, Privacy Out-of-box and custom Trainable Classifiers ⢠Contract, HR, Finance, Tax, IT, Healthcare, Procurement PowerShell, Code, Power Automate ⢠PnP PowerShell, REST API SharePoint Syntex ⢠Document Understanding model ⢠Form Processing model Automatically Apply based on⌠Default Retention/Deletion period ⢠Retention length ⢠Expiration length Level of immutability ⢠Regular label ⢠Record label ⢠Regulatory record label Actions to take ⢠Label Only ⢠Retain Only/ Retain and Delete/ Delete Only ⢠At end of retention: ⢠Disposition review ⢠Power Automate Flow ⢠Apply a different label Period start ⢠An event ⢠Date created ⢠Date last modified ⢠Date labeled Classify Label Definition Automatic Default Manually Apply Manual Library, Folder, Document Set Ways to APPLY a retention label Labeled Document Labels all documents within
- 37. Licensing for DLM provides these capabilities: ⢠Manually label content with a regular retention label (not a record) ⢠Publish a retention policy at a container level only for: ⢠SharePoint site(s) ⢠OneDrive(s) ⢠Microsoft 365 Group(s) ⢠Yammer Community(s) ⢠Teams channel message(s) ⢠Teams 1:1 and group chat(s) ⢠Scope your retention policies and label policies using Static Scopes
- 38. Licensing for Records Management provides extra capabilities: ⢠Label content as a ârecordâ or âregulatory recordâ ⢠Migrate and manage your retention requirements within the File Plan ⢠Start different retention periods when an event occurs ⢠Review/approve disposition with disposition reviews and proof of deletion ⢠Export information about all disposed items ⢠Launch a Power Automate flow at the end of the retention period ⢠Daisy-chain retention labels together ⢠Scope your retention policies and labels using Adaptive Scopes ⢠Set permissions for RM functions in your organization ⢠Set tenant level RM settings to tailor your experience
- 39. CAPABILITY REGULAR LABEL RECORD LABEL UNLOCKED RECORD LABEL LOCKED Edit file contents Edit properties, including file rename Delete the file Copy the file Move within container (OneDrive, SPO Site, Exchange mailbox) Move across containers (OneDrive, SPO Site, Exchange mailbox) Open/Read file Change retention label on the file Remove retention label from a file REGULATORY RECORD LABEL If never unlocked Container Admin Container Admin Container Admin Container Admin Behavior of retention label types
- 42. Powered by Data Security Challenges ? ?
- 43. What are the things I can do today based on my licensing? Automatic = E5
- 44. Utilize a crawl â walk â run strategy for implementation Whatâs the advantage of this strategy? Ideas for each phase Time to get started âA measured, gradual approach to adopting something new allowing for incremental improvements along the way.â
- 45. Some starting tips Donât just use ITâs decision on labels Use the power of the cloud for identification Concentrate on the user experience and org change Some protection and retention is better than nothing
- 46. Questions? Email: drew.madelung@protiviti.com Twitter: @dmadelung Website: drewmadelung.com Slides: http://bit.ly/DrewSlides
- 47. Labelling in Microsoft 36: Retention & Sensitivity