Microsoft Purview Records Management (RM) Pilot

Take control of your data before it controls you—discover how Microsoft Purview can transform your records management strategy.

The Microsoft Purview Records Management (RM) Pilot empowers organizations to manage the lifecycle of business-critical records while ensuring compliance with regulatory and legal requirements. This pilot provides a privacy-centric and user-friendly approach to records governance, with strong Organizational Change Management (OCM) support to drive adoption and measurable impact.

Core Capabilities of Records Management in Purview

• Retention Labels & Policies
  • Create retention labels to classify content as a record or regulatory record.
  • Apply labels manually, automatically (based on content types, keywords, or sensitive info), or via file plans.
  • Define retention periods and disposition actions (e.g., delete, review, trigger workflows).
• File Plan Management
  • Import or build a file plan to organize and manage retention labels.
  • Align with existing compliance frameworks and retention schedules.
• Event-Based Retention
  • Start retention periods based on specific events (e.g., employee termination, contract expiration).
• Disposition Reviews
  • Review items before deletion to ensure compliance.
  • Maintain proof of deletion for audit and legal purposes.
• Audit and Access Control
  • Track actions on records for auditing.
  • Assign specific roles and permissions to records managers.
• Integration with Microsoft 365
  • Works across SharePoint, Exchange, OneDrive, Teams, and other Microsoft 365 services.

Use Cases

• Legal hold and compliance with regulations like GDPR, HIPAA, or SEC 17a-4.
• Managing contracts, HR records, financial documents, and other high-value content.
• Ensuring data minimization and defensible deletion.

What’s Included in the Pilot

1. Deployment of Microsoft Purview Records Management.
2. Configuration of customizable retention policies.
3. End-user training and engagement through a structured OCM plan.
4. Access to advanced analytics and dashboards for monitoring and reporting.
5. Integration with existing Microsoft 365 services for consistent governance.

Why It Matters

Managing records today is about more than just storage—it’s about ensuring compliance, security, and operational efficiency. Microsoft Purview Records Management helps organizations automate the lifecycle of records, from retention to defensible deletion, reducing risk and meeting regulatory requirements. With customizable policies, role-based access controls, and comprehensive audit logs, organizations can maintain privacy and governance while streamlining processes. Advanced analytics and intuitive dashboards provide visibility into records management activities, enabling informed decisions and proactive compliance. Seamless integration across Microsoft 365 ensures a unified experience, making it easier to protect sensitive data and maintain user trust.