Purview setup Event-based Infographics

I’m short on time… I know I’m not alone. For this reason, I appreciate an infographic that summarizes a complex process or concept in a concise manner to save me time. This post is about a few I’ve built that I want to share with you!

I set out to show the step-by-step process to configure Purview event-based retention for 2 common retention requirements I see across retention schedules: Fiscal year-end and Calendar year-end retention triggers. As it evolved, I decided to also include an additional one to provide examples of some other custom events I see in schedules: Contract end, Agreement end, and Project completion. The approach used for these is exactly the same as is used for the Fiscal year-end retention trigger, but with different metadata and different event trigger dates.

These infographics are intended as a quick reference only. The prerequisite, detailed, background knowledge is also important of course (such as how to set up your SharePoint environment to house the content for the event, how to create and apply the label, how to configure/set the metadata, and how to trigger the event). You can find these details covered in several posts I link to at the end of this post, including Microsoft’s. Use my infographics as an overlay to those detailed instruction and as a quick step-by-step reminder/method to showcase the process to others who may not need to know the back-end details.

Let’s get on with it. 😊

I’ll use FY and CY as the examples. as they are common in retention schedules. In addition, the FY model is the same model I would use for other types of event-based retention as well. Examples below:

FY and CY retention are 2 of the (dare I say) easiest implementations of event-based retention in Purview as is shown in the infographics. Some steps are a 1-time setup, some are things that need to be done throughout the year, and each has an event that occurs once every “year”. This is what my infographic set out to show.

The key difference between the setup of FY and CY retention is the former requires a piece of custom metadata to trigger the retention, whereas the latter can leverage the built-in Created date metadata property to trigger the retention!

Here’s a snapshot of the infographics with a direct link to a PDF version following it.

Fiscal Year-end Retention

Calendar Year-end Retention

Step-by-step approach for other “custom” events”

Infographic: Event-based Retention Infographics (by Joanne) – feel free to download and use

List of detailed posts to supplement my infographics:

• (Microsoft) Start retention when an event occurs
• (David Drever author) Microsoft Purview Records Management – Event-based Retention
• (Martin Lingstuyl author) How to create an event to trigger a retention period
• (Joanne Klein author) Microsoft 365 Fiscal Year Retention
• (Joanne Klein author) Calendar Year Retention Options in Microsoft 365

Thanks for reading.

-JCK