My Purview Data Lifecycle and Records Management Tip Sheets

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As an independent consultant specializing in Microsoft Purview, I spend a lot of time with my customers explaining, summarizing, and demonstrating the capabilities. The knowledge I’ve gained while doing this and my ability to articulate this in an easy-to-understand manner is my value proposition for customer engagements. Often, customers are simply seeking some level of comfort and confidence with the Purview offering so they can make an informed decision whether it will meet their requirements, understand the approaches for enablement, and identify the impacts it may have in their organization.

I’ve found it very helpful from both my perspective and the customer’s to summarize the key, foundational elements across the Purview stack in a straightforward and succinct way, including approaches for enablement which, I’ve discovered, is the all-important lynch pin.

To date, I’ve done this for the following Microsoft Purview areas:

  • Data Lifecycle and Records Management (this post)
  • Information Protection

And I’m currently working on these areas:

  • eDiscovery and Audit
  • Insider Risk Management and Communication Compliance

To be clear, you can attain the same information from official Microsoft documentation which should ALWAYS be considered the authoritative source for Purview information:

The intended audience for my tip sheets is those who may not have yet spent the time perusing through the Microsoft documentation pages available to piece it all together and those who may not have tested the end-to-end effects of some of the configurations.

The style of my tip sheets is “summarized complexity”… what my customers ask for.

Feel free to download and use these tip sheets for your own purposes. My ask in return is to leave the copyright information in tact if you do. I have spent many hours testing and summarizing the information because, I’ve discovered, it takes twice as long to understand and effectively summarize something as it does to document the details. 🙂

All tip sheets are time-stamped with the effective date on the bottom of each image. I will keep these up-to-date the best I can over time and as changes to the service occur.  Although I endeavour for them to be accurate, I’m human and errors may occur. Use at your own risk.

Link: Purview DLM and RM Tip Sheets





  1. Thank you very much for sharing. Every time I learnt new when I read your post, really appreciate your time and effort .

  2. Thinking about strategies to reduce ROT on non-records. Is it possible to set a Retention Policy in Purview to delete documents based on Last Modified Date and/or Doc Type without requiring the use of Preservation Hold library whenever an affected document is edited or deleted manually?

    1. Hi Aaron, you can set a retention policy to “delete x days/months/years after last modified date” so it doesn’t have any retention period at all. In that case the PHL doesn’t ever come into play. You can’t selectively apply a retention policy based on doc type…. that would require a label policy.

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