Microsoft launches another compliance tool with Microsoft 365 Records Management
The Microsoft 365 Records Management Service is now generally available to help organizations solve legal compliance monitoring issues.
Microsoft says the service will help “demonstrate regulatory compliance through defensible audit trails and proof of destruction.” The service allows organizations to apply “tags” to documents, as well as machine learning to automatically apply those tags.
The document management service is currently available through the Microsoft 365 compliance center for IT professionals with access. Organizations must have Microsoft 365 E5/A5 or Microsoft 365 Insider Risk Management licenses to use the service, which entitles them to automatically apply “retention or record labels based on trainable classifiers”, according to this Microsoft document description.
Microsoft offers other compliance solutions in addition to this records management service. It has an information governance service and some SharePoint solutions, namely SharePoint In-Place Records Management and SharePoint Records Center. The announcement included a Q&A session outlining the differences between the products.
Information Governance has been described as a “simple way to retain the data you want and delete what you don’t”, but it apparently lacks access to the advanced features of the records management service. . Information governance can simply “create and publish do-not-record labels for manual enforcement,” Microsoft explained in the comments section of its announcement.
SharePoint’s Records Center and On-Premises Records Management solutions have been described as having “legacy functionality”, meaning they use old technology. Microsoft has recommended that users of these SharePoint records solutions switch to Microsoft 365 Records Management Service:
This new solution [Microsoft 365 Records Management] This is where our future records management investments will be made and we recommend that all SharePoint Online customers using In-Place Records Management, Content Organizer, or SharePoint’s SharePoint Records Center evaluate the migration to this new way of managing your recordings.
When a reader of Microsoft’s announcement asked if SharePoint’s Record Center was going to be “deprecated” (i.e. not developed further), Microsoft denied it.
“As for Records Center, we haven’t officially deprecated them but you’ve probably seen that it’s quite difficult to deploy them now because they’re not modern sites,” Microsoft said.
Records management is integrated with the Microsoft 365 “stack”, including “SharePoint and Outlook”, according to an announcement Thursday by Alym Rayani, Principal, Microsoft 365. The service uses machine learning and trainable classifiers that allow organizations to “train the classification engine to recognize data unique to your organization.” It will recognize documents that appear to be associated with contracts and automatically classify them as records, he explained.
Although the Microsoft 365 Records Management service is now commercially available for business users, it is not yet offered to government organizations.