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August 12, 2022

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Microsoft Purview Data Lifecycle

Microsoft 365 Suite, Microsoft 365 Experts

From Microsoft Corporation
Technical Bulletin MC405572 · Published Jul 25, 2022

Message Summary

In order to improve the consistency of how retention labels and policies work in SharePoint sites, going forward retention labels published to a group-connected SharePoint site will require the retention label publish policy to select the “Microsoft 365 Groups” location. Once this change rolls out, only those retention labels published to “Microsoft 365 Groups” locations will appear within the dropdown selection menu for the corresponding group-connected sites.

When this will happen:

Rollout will start in mid-August and is expected to be complete by the end of August.

How this will affect your organization:

Once this change rolls out, in order to see retention labels in group-connected sites, the labels need to be included in policies published to Microsoft 365 Groups locations. If you previously had retention labels that were not published to Microsoft 365 Groups and were visible for group-connected sites, these will no longer be visible after this change.

Retention labels already configured as default for document libraries and folders will not be impacted by this change and will continue to be applied as default to items per the current behavior. Items already labeled previously by this default are not affected and will continue to be labeled. When the default label is changed, only labels published to the site will be available to be selected.

Retention labels that are already applied to items within these sites will continue to stay applied, even if they are not published to the site, and are not impacted by this change.

What you need to do to prepare:

If you have retention labels that are only published to SharePoint site locations and need them to be visible for group-connected sites, make sure that the Microsoft 365 Groups location is selected on the policy.

If you have retention labels that you would like to only show on non-group connected SharePoint sites, confirm that the Microsoft 365 Groups location is not selected on the policy.

Labels published to Microsoft 365 Groups will apply to group-connected SharePoint sites as well as the group mailboxes. If you do not wish to have labels available in the group mailboxes, this can be configured by using PowerShell cmdlets. Learn more here: Create and publish retention labels by using PowerShell 

No action is needed to enable this change; however you may want to communicate this change to your users or team responsible for Data Lifecycle Management and Records Management at your organization. 

You can access the Data Lifecycle Management and Records Management solutions in the Microsoft Purview compliance portal.

Additional information


QuixTec provides this and other technical bulletins unaltered from Microsoft. As an authorized Microsoft Partner, we ensure that all our solutions we deliver to you include the latest Microsoft updates.

ABOUT US: QuixTec, LLC is a U.S. certified Veteran Owned, modern DevOps organization with experience in a plethora of IT Software Languages.  As a Microsoft Partner, we specialize in Discounted Microsoft Software Licensing, Microsoft SharePoint, Microsoft365 and HTML5 technologies for small to enterprise-sized organizations. Our dedication to IT excellence is evidenced through our PECB ISO Certification training center. The only PECB ISO authorized center in Washington State. QuixTec, implements and provides training for upcoming open-source digital marketing services that are taking the industry by storm. This solution, used by over 100,000 businesses, provides enterprise level marketing capabilities at startup rates. The founder, Richard, has 30 years of experience working with several notable companies that include World Vision, Expedia, Microsoft, Levi Strauss, NASA, Boeing Aerospace, Los Alamos National Laboratory, and the U.S. Air Force, to name a few.  QuixTec is in the Seattle area. Phone today for a free consultation and project estimate.

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