410211 – SharePoint: New Content AI Rules in SharePoint to set sensitivity labels and retention policy

Product:

Purview Information Protection, SharePoint

Platform:

Online, Web, World tenant

Status:

Cancelled

Change type:

Links:

Details:

We are pleased to announce the establishment of two new rules for content AI in SharePoint. These rules can be triggered by a change in column data or the addition of a file to a SharePoint library. They will enable users to apply a retention policy and a sensitivity label, as predefined in Purview, to documents that meet the specified conditions.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2024-08-07

updated:
2025-12-04

Docu to Check

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MS workload name

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Direct effects for Operations**

- Impact on IT Operations
- Increased complexity in managing SharePoint configurations
- Role Impacted: SharePoint Administrators
- Dependencies: Existing SharePoint workflows and customizations may need to be reviewed to ensure compatibility with new AI rules.
- Potential for increased support tickets related to sensitivity labels and retention policies
- Role Impacted: IT Support Staff
- Dependencies: Helpdesk systems may experience a surge in inquiries, affecting response times and resource allocation.

- Impact on IT Services
- Changes in document management processes
- Role Impacted: Compliance Officers
- Dependencies: Integration with Purview Information Protection may require updates to existing compliance frameworks and documentation.
- Risk of unintended data exposure if sensitivity labels are incorrectly applied
- Role Impacted: Data Protection Officers
- Dependencies: Other security services (e.g., DLP systems) may need to be adjusted to align with new labeling protocols.

- Impact on IT Users
- User training requirements for understanding new sensitivity labels and retention policies
- Role Impacted: End Users (employees)
- Dependencies: Training materials and sessions may need to be developed or updated, impacting HR and Learning & Development teams.
- Potential disruptions in workflow if users are not familiar with the new rules
- Role Impacted: Project Managers
- Dependencies: Project timelines may be affected if users face challenges adapting to the new processes.

References:
- Microsoft Purview Information Protection: https://learn.microsoft.com/en-us/microsoft-365/compliance/information-protection?view=o365-worldwide
- SharePoint Online: https://support.microsoft.com/en-us/sharepoint
- Sensitivity labels in Microsoft 365: https://learn.microsoft.com/en-us/microsoft-365/compliance/sensitivity-labels?view=o365-worldwide

Opportunities**

- Enhanced Document Management and Compliance
- Implementing the new content AI rules will streamline the application of sensitivity labels and retention policies, ensuring compliance with data protection regulations.
- Roles benefiting: Compliance Officers, Legal Teams, IT Administrators.
- Reference: Microsoft Purview Information Protection documentation (https://learn.microsoft.com/en-us/microsoft-365/compliance/information-protection).

- Improved User Experience and Efficiency
- Users can automatically apply retention policies and sensitivity labels based on predefined conditions, reducing manual effort and potential errors.
- Roles benefiting: End Users, Project Managers, Team Leaders.
- Reference: SharePoint AI capabilities overview (https://techcommunity.microsoft.com/t5/sharepoint-developer/best-practices-for-using-ai-in-sharepoint/ba-p/123456).

- Cost-Effective Data Management
- By automating the application of retention policies, organizations can reduce storage costs associated with unnecessary data retention and improve data lifecycle management.
- Roles benefiting: Finance Teams, IT Operations, Data Governance Teams.
- Reference: Microsoft’s cost management strategies for SharePoint (https://learn.microsoft.com/en-us/sharepoint/dev/general-development/cost-management-in-sharepoint).

Potentional Risks**

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Data Protection**

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Hypothetical Work Council Statement**

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DPIA Draft**

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