Microsoft has launched a new feature that helps organizations automatically delete meeting recordings after they are saved in OneDrive or SharePoint.
The Office 365 Video Content Governance capability, delivered as part of the Microsoft Information Protection (MIP) Suite, will allow users to set retention rules for their recorded meetings and videos, based on the type of content shared in the audio or video recording. The feature can be used with Exchange Online, SharePoint Online and Office 365 groups to set retention rules in the same way that an organization sets data deletion policies for its email messages.
It also enables IT administrators to exempt certain sensitive meetings from being deleted automatically, or choose to retain recordings of certain types of content indefinitely.
“This new capability will enable organizations to automatically delete meeting recordings that are no longer required, while ensuring that sensitive content is not inadvertently destroyed,” said Chris White, general manager of Office 365 Video at Microsoft.
The Exchange online service already includes a feature called Recordings Management that allows administrators to set retention policies for email messages and attachments. With the new capability, customers can set policies to automatically delete meeting recordings after they are saved in OneDrive or SharePoint.
Microsoft has also developed a PowerShell command called DeleteMeetingPolicies that enables an organization’s IT administrators to automate the policy enforcement process across Exchange Online, SharePoint Online and Office 365 groups using PowerShell scripts.
For instance, a company might wish to retain meetings of a sensitive nature indefinitely. In this case, an administrator can set a manual deletion policy using the PowerShell command and exclude certain types of meetings from being automatically deleted after they are saved in OneDrive or SharePoint.
“Organizations with regulated Exchange email environments may need to manage information such as personally identifiable information (PII) in their video meeting content the same way they do with their email messages,” said Moore.
“With Exchange Server 2013 and Office 365, organizations can use MIP to apply retention labels that help them control how long messaging data is retained.”
Organizations that do not want any of their recorded content automatically deleted can instead choose to save it to their OneDrive account for up to 30 days.
At the end of the 30-day period, users will have to use their OneDrive accounts or SharePoint sites to manually delete any recordings that are no longer required.
The Information Protection Suite also includes a new capability called Information Protection Measurement, which allows administrators to view how much data is being classified in Office 365. The Measurement tool will be launched later this year.