Use retention policies and retention labels instead of older features

 

If you need to proactively retain or delete content in Microsoft 365 for data lifecycle management, we recommend that you use retention policies and retention labels instead of the following older features.If you currently use these older features, they will continue to work side by side with Microsoft 365 retention policies and retention labels. However, we recommend that going forward, you use Microsoft 365 retention policies and retention labels to benefit from a single solution to manage both retention and deletion of content across multiple workloads in Microsoft 365.Older features from Exchange Online: For more at Data Retention Policy

Retention tags and retention policies, also known as messaging records management (MRM) (deletion only)

However, if you use the following MRM features, be aware that they aren't currently supported by Microsoft 365 retention policies:An archive policy for archive mailboxes to automatically move emails from a user's primary mailbox to their archive mailbox after a specified period of time. An archive policy (with any settings) can be used in conjunction with a Microsoft 365 retention policy that applies to a user's primary and archive mailbox.

 

Retention policies applied by an admin to specific folders within a mailbox. A Microsoft 365 retention policy applies to all folders in the mailbox. However, an admin can configure different retention settings by using retention labels that a user can apply to folders in Outlook as a default retention label.Litigation hold (retention only)

Although Litigation holds are still supported, we recommend you use Microsoft 365 retention or eDiscovery holds, as appropriate.Older features from SharePoint and OneDrive:

Document deletion policies (deletion only)

Configuring in place records management (retention only)

Use policies for site closure and deletion (deletion only)

Information management policies (deletion only)

If you have configured SharePoint sites for content type policies or information management policies to retain content for a list or library, those policies are ignored while a retention policy is in effect.Although retention settings and holds that you create with an eDiscovery case can both prevent data from being permanently deleted, they are designed for different scenarios. To help you understand the differences and decide which to use, use the following guidance:

 

Retention settings that you specify in retention policies and retention labels are designed for a long-term data lifecycle management strategy to retain or delete data for compliance requirements. The scope is usually broad with the main focus being the location and content rather than individual users. The start and end of the retention period is configurable, with the option to automatically delete content without additional administrator intervention. For more at Data Retention Policy