Microsoft Purview part 5: This is part 5 of several parts that deal with Microsoft Purview and which tools are available there.
Data lifecycle management in Microsoft Purview: Lifecycle rules
Welcome to part 5 of the Microsoft Purview blog series!🔓 In this part, we'll dive into Data Lifecycle Management (DLM) and how lifecycle rules can help you manage your data effectively throughout its lifecycle.
What is Data Lifecycle Management?
Data Lifecycle Management (DLM) is a strategy for managing data from the moment it is created until it is deleted. The aim is to ensure that the data is accessible, secure and compliant with regulations throughout its life cycle. Microsoft Purview provides a robust platform for DLM, which includes features for data classification, management and protection.
Introduction to Lifetime Rules
Lifetime rules in Microsoft Purview are a central component of DLM. These rules allow you to automate the handling of data based on their age, type and other criteria. By using lifetime rules, you can:
Automate data archiving: Move legacy data to archive storage to reduce costs and free up space.
Delete outdated data: Remove data that is no longer needed to reduce the risk of data leaks and regulatory compliance.
Retain important data: Ensure that critical data is kept according to legal and business requirements.
How to Create Lifetime Rules in Microsoft Purview
Creating lifetime rules in Microsoft Purview is a simple process. Here's a step-by-step guide:
Navigate to Data Lifecycle Management: Go to the Microsoft Purview portal and select “Data Lifecycle Management” from the menu.
Create a new rule: Click on "Policies" and select "Retention Policies".
Define criteria: Set the criteria for the rule, such as date type, age and other relevant parameters.
Configure actions: Choose which actions to take when criteria are met, such as moving data to archive storage or deleting it.
Activate the rule: Save and activate the rule to start managing your data automatically.
An example of a lifetime rule (which is very relevant these days) The screenshot can be a bit confusing as the Yammer name still hangs around in several places at Microsoft, but this rule therefore hits Viva Engage posts and comments that have not been edited in the last 5 years
Advantages of Lifetime rules
Implementing lifetime rules in Microsoft Purview provides several benefits:
Cost savings: Reduce storage costs by moving older data to cheaper storage options.
Improved security: Minimize the risk of data leaks by deleting outdated data. By keeping the amount of data down, you get better control, an overview and better data quality.
Regulatory Compliance: Ensure that your data is kept in accordance with legal requirements and internal policies.
Nice to know
Lifetime rules focus on data and content. For example, in a Team in Teams, you can set the lifetime of channel conversations and content, but not of the team itself. If you want to automate the deletion of Teams in Teams that are not active, this is done by setting the expiration policy on Microsoft 365 groups. Owner of the Team receives notification of renewal. When Team Owners ( A minimum of 2 Team owners per Team is recommended here ) receive the notification, they can select "renew now" in the team settings to renew the team. If the Team does not have one or more owners, you can set up an e-mail address that receives these notifications.
Expiration Policy
Automatic cleanup: The Microsoft 365 group expiration policy can automatically clean up unused teams. Once an expiration policy is set up, team owners will receive renewal notifications 30 days, 15 days, and 1 day before the team's expiration date.
Renewal: Team owners can renew the team by selecting “Renew Now” in the team settings. If the team is not renewed and there is no activity, the team will be put in a “soft-deleted” state, which means it can be restored within 30 days.
Automatic Renewal: If a team has at least one channel visit from a member before the expiration date, it will automatically renew without manual intervention.
DLM in Microsoft Purview consists of many elements, the main elements beyond lifetime rules are:
Adaptive and static scope: Policies can be adaptive, which adapt to changes in the organization, or static, which are fixed.
Event-based retention: Retention can be triggered by specific events, such as the end of a project or when a person resigns from the organization.
Review and approval: Process to review and approve deletion of content after the retention period has expired.
Bjørnar & AI
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