Digital White Papers

I L T A W H I T E P A P E R | L I T I G A T I O N A N D P R A C T I C E S U P P O R T 53 • Employees leaving the organization: Suppose that employee records must be retained for five years from the time an employee leaves the organization. After five years elapse, all documents related to the hiring, performance, and termination of that employee need to be disposed. The event that triggers the 5-year retention period is the employee leaving the organization. • Contract expiration: Suppose that all records related to contracts need to be retained for seven years from the time the contract expires. The event that triggers the seven-year retention period is the expiration of the contract. • Product lifetime: Your organization might have retention requirements related to the last manufacturing date of products for content such as technical specifications. Here, the last manufacturing date is the event that triggers the retention period. Disposition review When content reaches the end of its retention period, there are several reasons to review that content to decide whether it can be safely deleted ("disposed"). You might need to: • Suspend the deletion of relevant content if litigation occurs or an audit. • Remove content from the disposition list to store in an archive, if that content has research or historical value. • Assign a different retention period to the content, if the original policy was a temporary or provisional solution. • Return the content to clients or transfer it to another organization. In Office 365 Advanced Data Governance, you have the option to trigger a disposition review at the end of the retention period. In a disposition review, reviewer(s) identified in the label settings receive an email notification when they have content to review. These reviewers can be individual users, distribution or security groups, or Office 365 groups, and for each document they review, they can apply a different label, extend its retention period, or permanently delete it. Supervision Many firms will need to perform surveillance of employee communications. This need stems from internal security and compliance guidelines, or from regulatory bodies such as the FINRA. In both cases, failure to have a demonstrable supervision process in place, could expose organizations to liability or severe penalties. Now, customers can harness intelligent supervision capabilities, an update that delivers D A T A G O V E R N A N C E

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