About this article
This article was created using an automated generation workflow powered by generative AI. Based on Microsoft Learn and Microsoft Purview service descriptions as of September 2026, it outlines the role of records management, retention labels, record declarations, disposition reviews, and licensing boundaries.Verification Status: 📘 Confirmed with official Microsoft documentation – Hands-on testing not performed
Microsoft Purview Records Management is a mechanism within Microsoft 365 for managing information that must be retained as records for legal, regulatory, or business reasons, such as contracts, approval records, and audit materials.
It is not simply a feature for storing files for a long time.It allows you to design everything from what constitutes a record, when to start counting the retention period, how strictly modifications are restricted during the retention period, to who verifies the disposition after the period ends.to achieve this.
- What it is used for
- Positioning of E3, E5, and the Purview Suite
- If trying it out first, decide "what constitutes a record"
- What is a disposition review?
- Managing record classifications with a file plan
- Differences from Data Lifecycle Management
- Key points for administrators to check
- Start with read-only operations in PowerShell
- Key considerations during deployment
- Official Microsoft Information
What it is used for
For example, when keeping contracts for seven years, simply naming a folder "Do Not Delete" leaves it vulnerable to accidental deletion or changes in personnel.
With Records Management, you can use retention labels to treat content as a record or regulatory record, applying retention and disposition rules directly within Microsoft 365.
文書・メール ↓ 保持ラベル ↓ Record / Regulatory record ↓ 保持期間 ↓ Disposition review ↓ 承認後に処分
Positioning of E3, E5, and the Purview Suite
| Plan | Primary Positioning |
|---|---|
| Microsoft 365 E3 | Basic retention policies, creation and publishing of retention labels, and other foundational features are available. |
| Microsoft 365 E5 | Advanced records management features are available. |
| E3 + Microsoft Purview Suite | An option to add advanced Purview features equivalent to the E5 tier to an E3 subscription. |
| Add-on | Depending on the contract and target functionality, applicable licenses such as Information Protection and Governance are also options. |
What is important here is that"being able to create retention labels" and "being able to use all advanced Records Management features" are not the same thing.point.
Current Microsoft service descriptions indicate that E3 users also have usage rights for creating and publishing retention labels. However, features such as the following require E5, the Microsoft Purview Suite, or corresponding Information Protection and Governance licenses:
Starting the retention period based on an event
Disposition review at the end of the retention period
Marking items as a record or regulatory record
Automatic label changes after the retention period ends
File plan
Automatic application of retention labels based on conditions
Adaptive policy scope
Priority cleanup
Be sure to re-verify actual contracting SKUs and license assignments for target users against the latest Microsoft service descriptions during implementation.
If trying it out first, decide "what constitutes a record"
Rather than applying it immediately to a production contract library, start by considering a test SharePoint site or test documents.
対象 : テスト用契約書 保持理由 : 契約終了後も一定期間保存するため 保持期間 : 検証用の短い設定 レコード化 : テストのみ 期間終了時 : Disposition reviewで確認 担当 : 検証用Reviewer
In Records Management, more important than the configuration itself isbeing able to explain why it is being retained.
Check this
Verify that retention labels appear on the target content and that the expected retention settings are assigned.
Policies and labels do not always apply instantaneously. Microsoft advises allowing up to approximately 7 days for the propagation of retention settings, auto-apply rules, and published labels.
Change one thing and test
Without expanding the target scope initially, change onlya single itemsuch as the retention period or disposition method.
Comparing "when items become eligible for deletion" or "whether they proceed to a disposition review" before and after the change makes it easier to understand how retention rules work.
What is a disposition review?
There are cases where you do not want to immediately delete important records simply because their retention period has expired.
Using a disposition review allows designated reviewers to inspect the content before disposal. You can check records pending disposition or already disposed of via Records Management > Disposition in the Microsoft Purview portal.>Disposition
When using disposition reviews, ensure that auditing is enabled and that assigned personnel have the necessary Disposition Management permissions.
According to current Microsoft documentation, permanent deletion may take up to 15 days after the final reviewer approves the disposition.
Managing record classifications with a file plan
As the types of records increase, managing them simply by looking at individual retention labels becomes difficult.
A file plan is used to systematically manage retention labels and associate metadata such as record categories and regulatory classifications. Because file plan features—including import and export—fall under advanced licensing tiers, it is important not to assume they can be used with E3 alone.
Differences from Data Lifecycle Management
Because both Data Lifecycle Management and Records Management utilize retention policies and retention labels, the boundaries between the two products can be difficult to discern.
Broadly speaking, Data Lifecycle Management handles the entire information lifecycle of "retaining items for as long as needed and deleting them when no longer required." Records Management extends this by incorporatingcontent treated as legal, regulatory, or business records, adding capabilities such as record declarations, file plans, and disposition reviews.
Key points for administrators to check
Records Management / Retention Management related roles
Licensing for target users, SharePoint sites, and Microsoft 365 Groups
The boundary between basic retention features available in E3 and advanced features in E5 / Purview Suite
Whether to use standard records or regulatory records
Whether to utilize adaptive scopes or auto-apply rules
Disposition reviewers and approval workflows
Whether auditing is enabled
The time required for policy propagation
Avoiding the premature enablement of difficult-to-revert settings, such as Preservation Lock
Checking licensing and pay-as-you-go conditions separately for Copilot and AI-related locations
Start with read-only operations in PowerShell
Even when checking retention settings via PowerShell, do not perform creations, modifications, or deletions right away; start by reading existing settings.
Connect-IPPSSession
Get-RetentionCompliancePolicy |
Select-Object Name, Enabled, Mode
Get-ComplianceTag |
Select-Object Name, RetentionAction, RetentionDuration
What to look for
Verify the names, operational modes, and retention periods of currently existing retention policies and retention labels.
What constitutes success
Success is achieved if the list is retrieved without errors and can be correlated with the settings you are viewing in the Purview portal.
What changing one thing reveals
Instead of modifying settings via commands first,Select-Objectadd one read property you want to check to the command. By simply changing the retrieved properties, you can understand the structure without rewriting the retention settings themselves.
Key considerations during deployment
Records Management includes settings that cannot be easily undone with a simple "we can delete it later" mindset. Production deployment should proceed only after legal, document management, information security, and system administration teams have agreed on retention justifications and disposition procedures.
Additionally, licensing conditions vary granularly by feature. It is safest to operate by verifying target functionalities and benefiting users through Microsoft Purview service descriptions rather than relying solely on product names like E3 or E5.
Official Microsoft Information
Records management for documents and emails in Microsoft 365: https://learn.microsoft.com/en-us/purview/records-management
Get started with records management in Microsoft 365: https://learn.microsoft.com/en-us/purview/get-started-with-records-management
Retention policies and retention labels: https://learn.microsoft.com/en-us/purview/retention
Disposition of content: https://learn.microsoft.com/en-us/purview/disposition
Microsoft Purview service description: https://learn.microsoft.com/en-us/office365/servicedescriptions/microsoft-365-service-descriptions/microsoft-365-tenantlevel-services-licensing-guidance/microsoft-purview-service-description
What needs to be decided first in Records Management is not product settings, but"what constitutes a record, why it should be retained, how long it should be kept, and who ultimately decides on its disposition."The role of this solution is to translate those rules into an executable format within Microsoft 365.
