The quarterly publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/411912
WWW.ILTANET.ORG 49 Read more about Azure Rights Management at http://technet.microsoft.com/en-us/library/ jj585026.aspx Read more about Exchange Messaging Records Management at http://technet.microsoft.com/ en-us/library/dd335093(v=exchg.150).aspx Read more about SharePoint Information Management Policy at http://technet.microsoft. com/en-us/library/cc262490(v=office.15).aspx SharePoint and Exchange Provide Built-In Data Retention Tools by Larry Kuhn of Microsoft Whether you run your SharePoint and Exchange environments on-premises, in the cloud as part of Office 365 or in a hybrid combination, there are built-in features your organization should leverage to minimize data disclosure risks. DATA LOSS PREVENTION Both SharePoint and Exchange can be used with Azure Rights Management, which provides the following: • Users and administrators can define who can open, modify, print, forward or take other actions with the information. Organizations are provided usage policy templates such as "Company Confidential - Read Only" that can be applied directly to the information. • Persistent protection of file data when at rest and in motion. Once information is locked, only trusted entities granted usage rights under the specified conditions (if any) can unlock or decrypt the information. • Organizations and individuals can assign usage rights and conditions using rights management that define how a specific trusted entity can use rights-protected content. DATA MINIMIZATION Exchange provides retention tags and retention policies that can help you implement a Messaging Retention Management (MRM) strategy. This strategy is based on: • Assigning retention policy tags (RPTs) to default folders, such as the Inbox and Deleted Items. • Applying default policy tags (DPTs) to mailboxes to manage the retention of all untagged items. • Allowing users to assign personal tags to custom folders and individual items. • Separating MRM functionality from a user's Inbox management and filing habits. Users aren't required to file messages in managed folders based on retention requirements. Individual messages can have a different retention tag than the one applied to the folder in which the messages are located. SharePoint provides Document Retention Policies which can help you implement an Information Management Strategy. This strategy is based on defining retention policies that specify how long various types of data classified within your organization can be stored, the process for review and approval for deletion at time of expiration, and so forth. Then associate your defined policies with one or more of the following: • A Site Collection policy, and then associate that policy with a content type or with a list or library. • Directly with a content type, and then add that content type to one or more lists or libraries. • Directly with a list or library. THERE'S MORE ONLINE!