Managing and migrating retention requirements with a file plan – Microsoft SC-400 Certification-1
By Isabella Morgan / April 10, 2023 / No Comments / IBM and Microsoft Exams, OneDrive for Business
When it comes to records management, a file plan is of the utmost importance to help you identify information of interest outside of the predefined Microsoft file plans. The process consists of these three steps:
- Download the file plan template.
- Fill out the file plan.
- Import the file plan.

Figure 12.14 – The process for importing a file plan visualized
To get the process started, we once more venture to the Microsoft 365 compliance center (https://compliance.microsoft.com), only this time we head toward Records management, then over to File plan, and select Import to obtain the template CSV file provided by Microsoft for creating our own file plan.
Note
The file plan template consists of several predefined fields, which may or may not match your organization’s existing file plan and/or retention schedule. You will need to determine how to reconcile the differences between the template and your organization.
Here is a list of the fields in the file plan template:
- LabelName: This property specifies the name of the retention label and must be unique in your tenant.
- Comment: This property can be used to add an admin description of the retention label as it only appears for administrators in the compliance center.
- Notes: This property can be used to add an end user description of the retention label. If left blank, a default description is displayed, explaining the label’s retention settings.
- IsRecordLabel: This property specifies whether the label marks the content as a record.
- RetentionAction: This property specifies what actions to take after the value specified by the RetentionDuration property expires.
- RetentionDuration: This property specifies the number of days to retain the content. The maximum number of days is 24,855, which is 68 years. If you need a longer duration than 68 years, enter Unlimited instead.
- RetentionType: This property specifies whether the retention duration is calculated from the content creation date, event date, last modified date, or when labeled date.
- ReviewerEmail: This property specifies the disposition reviewer email address. It could be an individual user or groups.
- ReferenceId: This property specifies the value of the reference ID file plan descriptor.
- DepartmentName: This property specifies the value of the function/department file plan descriptor.
- Category: This property specifies the value of the category file plan descriptor.
- SubCategory: This property specifies the value of the sub-category file plan descriptor.
- AuthorityType: This property specifies the value of the authority type file plan descriptor.
- CitationName: This property specifies the value of the citation name file plan descriptor, for example, the Sarbanes-Oxley Act of 2002, as used previously.
- CitationUrl: This property specifies the value of the URL in the provision/citation file plan descriptor.
- CitationJurisdiction: This property specifies the value of the jurisdiction or agency in the provision/citation file plan descriptor, such as the US Securities and Exchange Commission (SEC).
- Regulatory: This property specifies whether the label marks the content as a regulatory record.
- EventType: This property specifies an event type used for event-based retention.