Compliance Problems

How to Use SharePoint and Microsoft Purview for Records Management

Adam Davis Oct 16, 2026 868 views

Question details

The user wants to implement records management using SharePoint Online and Microsoft Purview to handle classification, retention, and disposal rules.

How to Use SharePoint and Microsoft Purview for Records Management

Product: SharePoint Online, Microsoft Purview
Device & OS: not provided
Scenario: Setting up an enterprise records management system to enforce organizational retention and disposal policies, utilizing sensitivity labels and keyword detection.
Observed behavior: The goal is to automatically apply classification labels, protect organizational records from unauthorized deletion, and manage disposal reviews within the Microsoft 365 ecosystem.

Before you start

Ensure you have the necessary administrator permissions, such as Global Administrator or Compliance Administrator, to access and configure settings in the Microsoft Purview compliance portal.

Solution 1Recommended

Set up Retention Labels and Policies in Microsoft Purview

Use the Microsoft Purview compliance portal to create retention labels and publish them to your SharePoint sites to control document lifecycle.

Retention labels help you retain what you need and delete what you don't. By publishing these labels through retention policies, you can systematically manage the lifecycle of records stored in SharePoint Online based on your organization's General Disposal Authority rules.

Access Records Management

Create a Retention Label

Go to the 'File plan' tab and select 'Create a label'. Follow the prompts to name the label and define the retention period and action (such as triggering a disposition review or automatic deletion).

Publish the Label

Once the label is created, select 'Publish labels' to create a retention policy. Choose the specific SharePoint sites where you want these labels to be available.

Apply Labels to Content

Users can now manually apply these retention labels to documents in SharePoint, or you can configure them to be applied automatically based on specific conditions.

Set up Retention Labels and Policies in Microsoft Purview

Disposition Reviews: Configuring disposition reviews allows authorized personnel to review and approve the permanent deletion of records once their retention period ends.

Solution 2

Automate Classification with Sensitivity Labels

Configure automatic classification to detect keywords and apply sensitivity labels across SharePoint documents.

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Frequently Asked Questions

Can retention labels automatically delete files in SharePoint?

Yes, retention labels in Microsoft Purview can be configured to either automatically delete documents at the end of their retention period or trigger a disposition review for manual approval before deletion.

Do I need a specific license for automatic classification in Microsoft Purview?

Yes, automatic sensitivity labeling and advanced retention features typically require premium compliance licensing, such as Microsoft 365 E5 or an E5 Compliance add-on.

How do retention labels differ from sensitivity labels?

Retention labels govern the lifecycle of a document (how long it is kept and when it is deleted), whereas sensitivity labels manage data protection (who can access the content and whether it is encrypted).

Can I use KQL queries for automatic labeling?

Yes, administrators can use Keyword Query Language (KQL) queries when configuring automatic labeling policies to identify specific terms or conditions within documents stored in SharePoint.

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