Process to Retain Previous Versions of Updated Records
Question
You have a Microsoft 365 tenant.
You have a Microsoft SharePoint Online site that contains employment contracts in a folder named EmploymentContracts.
All the files in EmploymentContracts are marked as records.
You need to recommend a process to ensure that when a record is updated, the previous version of the record is kept as a version of the updated record.
What should you recommend?
Answers
Explanations
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A. B. C. D.B.
https://docs.microsoft.com/en-us/microsoft-365/compliance/record-versioning?view=o365-worldwideThe recommended process to ensure that when a record is updated, the previous version of the record is kept as a version of the updated record in Microsoft SharePoint Online is to create a new label policy associated with an event that will apply to the record.
A label policy is a set of rules that can be applied to documents in SharePoint Online to enforce compliance and governance requirements. When a label policy is applied to a document library or folder, it can automatically apply a label to the documents based on their content, location, or other attributes. Labels can be used to classify, protect, retain, and dispose of documents based on the organization's policies and regulatory requirements.
By creating a label policy associated with an event, such as when a record is updated, the previous version of the record can be kept as a version of the updated record. The label policy can be configured to preserve the previous version of the record by creating a new version of the record each time it is updated. This ensures that the record history is retained for auditing and compliance purposes.
Option A, uploading an updated file plan that contains the record definition, is not the recommended process to ensure that the previous version of the record is kept as a version of the updated record. A file plan is a document that describes the records management policies and procedures for an organization. It does not provide a mechanism to preserve previous versions of records.
Option B, unlocking the record, modifying the record, and then locking the record, is not the recommended process either. This option only allows the record to be modified and locked, but it does not ensure that the previous version of the record is retained as a version of the updated record.
Option C, creating a copy of the record and entering a version in the file metadata, is not the recommended process as it would require manual intervention every time a record is updated. It is not an efficient way to ensure that the previous version of the record is kept as a version of the updated record.
Therefore, the recommended process is to create a new label policy associated with an event that will apply to the record to ensure that the previous version of the record is kept as a version of the updated record.
