Records Lifecycle Governance

i-ARM Records Lifecycle solution – Govern the entire lifecycle, disposition and archival of digital and physical data.

Your Challenge:

You want to use Microsoft Purview Records Management, but need to ensure compliance with stringent global standards such as ISO27001, ISO15489, ISO16175, or SEC17a-4.

You want to empower the business areas, functions, or regions/countries to govern their own records while the Microsoft Purview portal provides tenant wide access to all records

You want data owners (e.g., workspace owners) to do disposition reviews for their data with approval workflows while the Microsoft Purview portal only show record name, storage location, and preview for administrators

You want the record audit log to be available for the lifecycle of the record with a disposition certificate when records are disposedwhile the Microsoft 365 audit log can only be extended to 10 years

You have records in many systems that needs to be governed, not only in Microsoft 365 covered by Microsoft Purview
Records Management

You use Iron Mountain Policy Center, Access Corp Virgo, or similar solutions to manage your fileplan and retention schedules, but lack a connector for syncing your retention rules to Microsoft Purview Records Management

You want more dashboards showing records management status across business areas, functions, and regions/countries instead of relying on Microsoft Purview portal tenant wide reports and rely on scripts or manual content search tasks to get ongoing metrics and reports

Our Solution:

i-ARM Records Lifecycle solution embraces and extend Microsoft Purview Records Management to manage records in compliance with stringent global standards such as ISO27001, ISO15489, ISO16175, or SEC17a-4.

Below are examples of how i-ARM embraces and extends Microsoft Purview for data lifecycle management and records management.

Automated Data Discovery & Classification

Information Governance Requirement	Microsoft Purview natively manages content in Microsoft 365 with E5 or E5 IPG or Compliance add-on license	Infotechtion Advanced Records Management when needed to enhance Microsoft Purview functionality
Persistent audit log details matching record life-span	180 days with E3 license; 1 year with E5 license but can be extended to 10 years with additional license.	Infotechtion extends the storage of Purview’s audit log for the life of the record. Additional and custom metadata is captured for dashboards, analytics, and as part of disposition evidence.
Defensible disposition	Details of disposed items kept for maximum of seven years with limit of 16 million items per retention label.	Infotechtion extends this limit and keeps any custom metadata associated with records for an indefinite / customer defined period using the expanded Purview audit log.
Provide dashboards, analytics, and reporting	Limited reports available as part of Microsoft Purview Portal.	Infotechtion provides extensive analytics and reporting capabilities through dashboards and reports that combine information from across the 365 tenant. Additional reports are easy to define using the extended audit log and Power BI reporting tools.
Manage record terms centrally with a file plan	Single, flat structure file plan supported (no hierarchical terms).	Infotechtion integrates with external retention providers (Virgo, IM Policy Center) to synchronize their retention schedules with Microsoft Purview. We believe that these tools are the best way to manage retention schedules in large organizations.
Disposition Management for Microsoft 365 records	Purview presents records to records managers one at a time for disposition decisions. Manual reviews are extremely cumbersome and not scalable.	Infotechtion aggregates records and presents them to users on predefined schedules for disposition decisions. This is supported via email and dashboards and can involve thousands of records to be disposed of or have their retention lives extended simultaneously.
Provisioning for new Microsoft Teams, SharePoint sites, or Azure file areas	No native support for custom templates with compliance-by-design built into provisioned sites.	Infotechtion provides a provisioning solution for Microsoft Teams, SharePoint sites, file servers, and Azure file areas with built-in compliance controls.
Case Management with approval workflows and records management	No out-of-the-box functionality for advanced case management.	Infotechtion provides advanced case management solution for Microsoft 365 leveraging SharePoint, Planner, Power Automate, and Purview.
Manage and retain content stored in-place within the system	Native support for files and emails across all M365 workspaces – ODB, Teams, SPO, EXO, Yammer.	Extends Purview to support file servers, Azure files and blob storage. We extend Purview retention labels integration to AWS and other content services with the MSFT Multi-Cloud team.
Move file servers to Azure files and manage as records with immutability using Purview.	Natively support all files and emails in Microsoft 365 as records. Limited support for Azure files.	Extends Purview to Azure files and blob storage to make Azure a records management system. This enables file servers to be migrated to Azure, classified in transit, and managed as records through their lifecycle while available to users through a traditional File Explorer interface. Often with a lower cost than file shares.
Event Management for the disposition of Microsoft 365 records	Purview has the core capabilities to manage events related to retention triggers, but this involves programming to implement.	Infotechtion aggregates records associated with trigger events and orchestrates their presentation to users to manage disposition. This can involve thousands of records to be disposed and is often managed with document sets.
Management of physical records	No native support for management of physical records.	Infotechtion provides a connector to Gimmal LLC for physical records management. Integration enables search of related records in physical repository and Microsoft 365. Previously scanned items are viewable from unified search.
Allow for multistage disposition review	Natively supports per Label multistage disposition workflow.	Infotechtion extends the Microsoft Purview disposition process to enable many user-friendly disposition and reporting capabilities.

Example 1

Empower the business areas, functions, or regions/countries to govern their own
records instead of relying on the Microsoft Purview portal that only provide tenant wide access to all records

Example 2

Empower data owners (e.g., workspace owners) to do disposition reviews for their data at scale with approval workflows instead of relying on the Microsoft Purview portal that only show record name, storage location, and preview for administrators

Example 3

Ensure record audit log is available for the lifecycle of the record instead relying on the Microsoft 365 audit log that can only be extended to 10 years

Microsoft audit log is retained for 1 year with E5 license but can be extended by Microsoft to 10 years.

i-ARM Records Lifecycle solution extends the audit log to the record lifecycle but also capture additional logs.

Example 4

Use Iron Mountain Policy Center, Access Corp Virgo, or similar solutions to manage your fileplan and retention schedules with connector to manage records with Microsoft Purview Records Management.

The i-ARM Universal Retention Connector is purpose-built to bridge the gap between Records Managers and M365 Architects. It synchronizes your retention schedule seamlessly with Microsoft Purview’s file plans and retention labels, ensuring consistent and up-to-date compliance across your
organization.

Retention Schedule Synchronization
- Integrates retention schedules from platforms like Iron Mountain Policy Center and Access Corporation Virgo directly into Microsoft 365.
- Automatically updates classifications, file plans, and retention labels, reducing manual errorsand time spent on reconfigurations.
Streamlined Disposition Review
- Consolidates document review communications into a single dashboard or email, simplifying decision-making for reviewers.
- Improves efficiency in disposition processes, reducing compliance risks and ensuring accurate recordkeeping.
User-Friendly Dashboards and Persistent Metric
- Provides dashboards with real-time insights to monitor retention compliance.
- Tracks KPIs and OKRs for ongoing evaluation and progress reporting, allowing your organization to stay audit-ready and aligned with industry regulations.
Expert Advisory Services
- Combines technical expertise with legal and regulatory insights to ensure your compliance strategy aligns with global standards such as ISO15489 and SEC17a-4.
- Helps bridge the knowledge gap between Records Managers and technical teams, ensuring
  seamless collaboration.