1 of 13

Today’s Agenda

Agenda item	Time allotted
Welcome and introductions	5 minutes
Overview: Option 1 Option 2 (including model rules)	5 minutes
Q/A about the recommendation	10 minutes
Tenant wide retention labels: Draft list of labels Feedback requested	10 minutes
Q/A about labels	10 minutes
Teams chat tenant wide retention	5 minutes
Q/A about chat retention	5 minutes
What happens next?	10 minutes

WARIM Town Hall

Exchange Online Tenant-wide Retention Labels

2 of 13

Welcome and Introductions

Identify today’s goals
Technical Committee overview and decisions
Next steps

Exchange Online retention labels
Teams chat retention policy
WaTech/WARIM Technical Committee work

3 of 13

Overview of WaTech proposal...

There are issues with the current records retention set up and it is breaking down.
Retention is not being applied as it should be to all records in the tenant.
This change is significant and will impact the entire tenant
The change is designed to 'buy us time' until new MS tools are available in 6 – 12 months (based on MS roadmap, undetermined)
WaTech is including WARIM in the Option 1 or 2 and Team’s Chat assessment before the path forward is decided and implemented
WARIM and WaTech Technical team continue to review risks, test new tools and provide solutions. Your questions and comments matter!

4 of 13

Option 1: Benefits and Drawbacks

Executive Summary: No retention

No overall retention or auto label policies
Allow for tenant wide manually applied user labels
Assess adaptive policies in preview channel and utilize as feasible to allow for agency customization.

Benefits

Puts nothing in place that cannot be undone
Can quickly transition to Adaptive Policies
Consistent with recommendation provided by office of the Secretary of State

Drawbacks

This option is very dependent on Adaptive Policies to meet business need. This functionality has not been confirmed and may not meet business need as anticipated.
Microsoft recommends creating a retention policy specifically for inactive mailboxes to avoid items from potentially being retained indefinitely or deleting early if no labels have been applied.
If end users do not apply retention, agencies may need to review mailbox content prior to making mailboxes inactive to ensure appropriate policies have been applied. This could be mitigated through utilization of litigation hold.

5 of 13

Option 2: Benefits and Drawbacks

Executive Summary: Tenant Wide

Implement 6 month and delete tenant wide retention policy across all mailboxes
Allow for manually applied user labels for retention greater than 6 months
Assess adaptive policies in preview channel and utilize as feasible to allow for agency customization

Benefits

Consistent with Microsoft recommendation and best practice
Greater confidence that policies will be applied as expected

Drawbacks

Cannot be undone or backed out of.
ATG Model Rules on Public Disclosure prohibits the indiscriminate automatic deletion of emails after a short retention of emails or other public records. https://www.atg.wa.gov/model-rules-public-disclosure
There is no way to keep calendar items, Tasks, Contacts or Sticky Notes longer than 6 months (policy duration)
Negatively impacts agency ability to meet retention needs specific to their agency.
Tenant wide solution must be an overall mailbox retention (not auto label) that would need to be of short duration.

All items in the mailbox will be kept for the term of the overall mailbox retention.
There will be no ability for the user to shorten the retention on items in the mailbox to a term less than that of the overall mailbox retention

6 of 13

WAC 44-14-03005 �and ATG Model Rules

Please note:

“Indiscriminate automatic deletion” increases the risk of not complying with:

RCW 40.14

RCW 40.14.060

7 of 13

Option 1 & 2: Q & A (10 minutes)

Due to our limited time together and the amount of information to share please be succinct so we can allow as many perspectives as possible.
Questions that require lengthy explanations may need to be taken offline.
To provide feedback on this topic only:

Raise your hand
Post in the chat
Fill out this feedback form

For discussion:

Which option would your agency prefer?*

*reminder: this is an open forum only; no permanent decisions will be made here.

What kinds of records retention and/or disposition risks do you see?

8 of 13

Can we have more tenant-wide labels to compensate for the loss in retention functionality?

Yes!
WARIM O365 Subcommittee will review list and voting
Please type in chat a retention label you want to add to voting. Voting will be conducted in a Microsoft Form which will be sent after this meeting.
Types of labels for EXO:

Retention from creation date and then DELETE
Retention from creation date and then KEEP

9 of 13

Draft list of labels

Please note all labels are “from creation date” (blue-highlighted cells are “keep”)
031 Days and then delete	006 Years and then delete	025 Years and then delete
001 Year and then delete	006 Years and then keep	025 Years and then keep
002 Years and then delete	007 Years and then delete	030 Years and then delete
003 Years and then delete	007 Years and then keep	050 Years and then delete
003 Years and then keep	015 Years and then delete	060 Years and then delete
	015 Years and then keep	075 Years and then delete
		100 Years and then delete

10 of 13

Draft list of labels: Q & A (10 minutes)

Due to our limited time together and the amount of information to share please be succinct so we can allow as many perspectives as possible.
Questions that require lengthy explanations may need to be taken offline.
To provide feedback on this topic only:

Raise your hand
Post in the chat
Fill out this feedback form

For discussion:

What additional labels does your agency need?*

*reminder: this is an open forum only; no permanent decisions will be made here.

What kinds of records retention and/or disposition risks do you see?

11 of 13

Teams Chat retention

We will need to decide and recommend one retention for all Teams (1:1) Chat in the tenant
Current agency utilization of retention varies from 1 day to 30 days
Most agencies use a retention of 30 days then delete.
Does 30 days on Teams (1:1) Chat work for your agency?

OPTION FOR RESOLUTION – Teams 1:N Chat

Tenant Wide Retention

Implement short duration (e.g., 30 day and delete) tenant wide retention policy across all mailboxes

12 of 13

Teams Chat: Q & A (10 minutes)

Due to our limited time together and the amount of information to share please be succinct so we can allow as many perspectives as possible.
Questions that require lengthy explanations may need to be taken offline.
To provide feedback on this topic only:

Raise your hand
Post in the chat
Fill out this feedback form

For discussion:

Which option would your agency prefer?*

*reminder: this is an open forum only; no permanent decisions will be made here.

What kinds of records retention and/or disposition risks do you see?

13 of 13

What happens next?

ACTION REQUESTED:

Complete the survey of label options
Document your agency’s risks and retention strategies
Talk to your attorneys

Technical Committee and WARIM O365 Subcommittee will:

Review your feedback, questions and concerns from today.
Begin building FAQ’s and governance models
Report results back to WARIM/CIO communities via email.
Recommend one set of labels for the tenant for official approval.