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MC397450: Microsoft Purview Records Management – Apply a new retention label at end of retention period (GA)

We are introducing a new option for the action that can be taken on an item at the end of its retention period. This feature will enable you to manage the lifecycle of an item by specifying different retention settings for each phase of an item’s lifecycle.

This feature introduces a new action in the retention label creation wizard named “Change the label”. Choosing this option for a label will automatically apply a new label, and label settings when the item reaches the end of its retention period.

This message is associated with Microsoft 365 Roadmap ID 88827.

When an item reaches the end of its retention period a new label can be automatically applied. This feature is useful for multi-stage retention when there are different retention settings in each phase of a file’s lifecycle.

MC397450: Microsoft Purview Records Management – Apply a new retention label at end of retention period (GA)

When this will happen

Rollout will begin in early July and is expected to be complete by end of August.

How this will affect your organization

For many organizations, the lifecycle of a file or email is not comprised of a single phase. Instead, multiple stages require different restrictions and retention settings. To enable automatic management of each phase of an item’s lifecycle, we’re introducing the ability to link multiple retention labels together. This capability provides the ability to configure multi-stage retention.

If you’d like to automatically apply another label when a retention period is completed for an item, create a new retention label. In the Retention settings step, under the ‘At the end of the retention period’ section, select the “Change the label” action. You’ll then be asked to choose an existing retention label to apply at the end of the retention period.

It is also possible to use this feature for more than two sequential phases of retention. For example, let’s say Label A has the action ‘Change the label’ at the end of its retention period, and Label B is selected as the next label. Label B can also use the action ‘Change the label’ and select Label C as the next label. Note that at the time of creating and configuring Label A, Label B must already exist to appear under the action ‘Change the label’. Likewise, at the time of creating Label B, Label C must already exist to be used under the action ‘Change the label’.

What you need to do to prepare

No action is needed to enable this change. However, you may want to communicate this change to your administrators or team responsible for Records Management at your organization.

Access the Records Management solution in the Microsoft Purview compliance portal:

Learn more

To learn more about supported scenarios and cases, please visit our documentation: Configure retention settings to automatically retain or delete content

Message ID: MC397450
Published: 05 July 2022
Updated: 05 July 2022

Alex Lim is a certified IT Technical Support Architect with over 15 years of experience in designing, implementing, and troubleshooting complex IT systems and networks. He has worked for leading IT companies, such as Microsoft, IBM, and Cisco, providing technical support and solutions to clients across various industries and sectors. Alex has a bachelor’s degree in computer science from the National University of Singapore and a master’s degree in information security from the Massachusetts Institute of Technology. He is also the author of several best-selling books on IT technical support, such as The IT Technical Support Handbook and Troubleshooting IT Systems and Networks. Alex lives in Bandar, Johore, Malaysia with his wife and two chilrdren. You can reach him at [email protected] or follow him on Website | Twitter | Facebook

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