Use the Microsoft Graph records management APIs

The Microsoft Purview records management APIs help organizations manage retention and deletion of data to meet their legal obligations and compliance regulations. The records management APIs increase efficiency by enabling the regular disposition of items that no longer have to be retained.

The records management solution is a part of the Microsoft Purview compliance center.

Manage retention labels

Many organizations need to manage their data to comply with industry regulations and internal policies, reduce risks of litigation or security breach, and let their employees effectively share knowledge that is current and relevant to them. Managing data commonly involves retaining or deleting different types of content.

You can use retention labels to configure retention and deletion settings for Microsoft 365 content. For example, you can set retention periods from when the content was labeled and you can set disposition review as the action at the end of the retention period.

In addition, you can use file plan descriptors to supplement a retention label and improve the manageability and organization of Microsoft 365 content. Examples of file plan descriptors include authority, citation, and department.

Trigger events for an existing label

Some scenarios require starting a retention period for certain documents upon a specific event, such as an employee leaving an organization, a contract expiring, or the fiscal year ending.

You can use the retentionLabel resource to support event-based retention, by setting the retentionTrigger property as dateOfEvent and associating the label with a retentionEventType resource. A retentionEvent is associated with a retentionEventType as well. When a triggering event happens, only content with that retention label applied is retained for the specified retention period.

For example, in an organization, when an employee leaves, employment records must be retained for 5 years. Use the retentionLabel and retentionEvent APIs to do the following for each employee record when the employee starts:

1. Apply a retentionLabel configured as follows:
   • A display name of "Personnel information"
   • A retentionDuration of 1827 days (5 years)
   • Listening to the retentionEventType named "Employee departure"
2. Define a retentionEvent with the same retentionEventType named "Employee departure", and as part of its eventQuery collection, an Asset ID with an employee ID value as the ID information associated with the event.

When an employee with an ID of 1234 leaves Contoso, the information is updated in the HR management system. The employee departure can trigger a new instance of retentionEvent with the "Employee departure" event type, and as part of its eventQueries property, an eventQuery with a query string of 'AssetID:1234'. This way, employee record items using the "Personnel information" retention label and associated with the employee ID of 1234 get their 5 year retention period started from the date of the employee departure event.

Entities

The records management API includes the following key entities.