Data Retention Flashcards
What are the two mechanisms available in Purview Data Lifecycle Management?
Retention policies and retention labels (manually or auto-applied)
What are functionalities that retention labels have but not retention policies?
1) Event based retention
2) Disposition review
3) Apply label based on content (SIT, keyword, classifier)
4) Declare item as a record
5) Audit
What are three mechanisms available in Purview Records Management?
File plan (which specifies a retention schedule), record declaration and record versioning
What is the difference between retention labels created in Records Management and in Lifecycle Management?
The labels created in Records Management via Fa File plan have additional capabilities such as record declaration
Which locations, when selected to apply a retention label to, will result in the other locations to be grayed out?
Viva and Teams
What are the 3 options available in the retention settings?
1) Retain and delete
2) Define action after a certain time
3) Nothing (just label items)
What should you do after creating a retention policy based on an event?
Create an event
What are the three options available when completing the creation of a retention labels?
Publish, auto-apply or do nothing
How long can it take for retention labels to be enforced after being published?
7 days
What are the two types of scope you can choose when selecting location to which apply retention labels?
Adaptive scope and static scope
What are the steps to auto-apply retention labels?
1) Select the label to apply (only one!!) 2) Define the type of content (SIT, word/phrase or trainable classifier) 3) Select locations where it will apply
What type of content can you select when auto-applying a retention label (or file plan)?
SIT, word/phrases or trainable classifier
How are conflicting retention rules managed? (3 concepts)
1) retention > deletion
2) longest retention period wins
3) explicit > implicit (retention label win over retention policy)
What is a pre-requisite when creating a Teams?
The owner of the Teams must have a E3 or E5 license
How long does it take for the Exchange job to run after a retention policy has been configured?
7 days
What are Substrate Holds Folders?
Hidden Exchange folders where deleted messages from Teams and Viva are kept until the end of retention period, or temporarily upon expiration of the retention period before being permanently deleted.
What is the name of the folder where deleted messages from Teams and Viva are being stored?
Substrate Holds Folderhe
Where are Viva messages being stored?
In a hidden Exchange folder, but are only subject to retention set for Viva messages
Are files included in the Substrate Hold Folders?
No, they are governed by SharePoint and OneDrive policies
What are three ways to recover fully deleted emails from Exchange?
1) Exchange admin centre 2) Creating a eDiscovery case in Purview or via PowerShell 3) Create a Search in Purview or via PowerShell
Which retention features exist only in Exchanges (2)?
Journaling, litigation hold,
What is the role required to recover fully deleted items from Exchange via the Exchange admin centre?
Mailbox Import Export
What are the folder in the Recoverable Items area of Exchange? (6)
1) Deletion 2) Versions 3) Purge 4) Audit 5) Discovery Holds 6) Calendar logging
What are the two options to set retention policies for Exchange?
Exchange admin cente (under Compliance management) or in Purview (by selecting Exchange as a location)
What is the duration during which admin can do soft recovery being emails are permanently deleted?
14 days
What are the two types of holds and how are they different?
Litigation holds: hold into an entire mailbox, the goal is legal purposes
Retention holds: involves retention labels, the goal is ensuring data does not get deleted e.g., when someone goes on maternity leave
Which type of hold can only be activated in PowerShell?
Retention hold
What are the role group able to search through user data?
Compliance Admin, eDiscovery Manager, eDiscovery Admin, Organization Management, XXX Investigator
What is the PowerShell command to set litigation holds?
Set-Mailbox Identity -LitigationHoldEnabled $true -LitigationHoldDuration
What is the PowerShell command to set retention holds?
Set-Mailbox Identity -RetentionHoldEnabled $true
What is a Preservation Hold Folder?
This is where deleted files are being stored if they are manually deleted before the end of the retention period (when the action is “retain”)
Which of the Preservation Hold or the Substrate Hold Folder involved a Second Stage Recycle Bin after expiration of retention period?
The Preservation Hold one
How long are documents kept in the First Stage and in the Second Stage Recycle Bins?
93 days
What is Preservation Lock?
It locks a retention policy so that no ones (including the Global Admin) can turn it off
How does retention work with versioned documentss?
If the retention period is based on when the content was created, each version has the same expiration date as the original document. The original document and its versions all expire at the same time.
If the retention period is based on when the content was last modified, each version has its own expiration date based on when the original document was modified to create that version. The original document and its versions expire independently of each other.
What is the only two retention configurations that should be done in the Exchange admin centre and not in Purview? (2)
Moving items from a primary to an archive mailbox and applying retention or deletion settings to default folders within a mailbox
What are the steps to create an archiving policy in Exchange admin centre?
1) Activate archive mailboxes (either in Exchange admin centre or in PowerShell using “Enabled-Mailbox” 2) Create a MRM Retention Tag (application method and settings) in Purview 3) Create a retention policy that is a group of retention tags in Purview 4) Apply the retention policy to selected mailboxes (in Exchange admin centre)
What is Messaging records management (MRM)?
It is the functionality in the Exchange Admin Centre (now migrated to Purview), which have formerly been used to manage the lifecycle of email messages stored in mailboxes. This functionality is now replaced by Retention Labels and Retention Policies in Microsoft 365.
Where can you find File Plans?
In Purview Records Management
When creating a retention label in Records Management, what additional settings are there compared to Data Lifecycle Management?
Defining the file plan descriptor: Business function/department, Category, Authority type (legal req) and Provision/Citation
When creating a retention label in Data Lifecycle Management, what additional settings are there compared to Records Management?
None
What are the functionalities unique to Data Lifecycle Management? (3)
Labels, Retention policies, Import (to move email (PST files) from your organization’s servers to Office 365)
What are the functionalities unique to Records Management? (3)
File Plan (equivalent of labels), Events, Disposition (when decision needs to be taken upon expiration of retention period)Wh
What is the equivalent of labels in Records Management?
File plans
