OVERVIEW
Target audience: Students, faculty, and staff members
To prevent accidental deletion of a file or folders, you can apply a retention label in OneDrive or SharePoint / MS Teams.
For official records, please consult McGill University Records Retention Schedule found on the McGill University Archives website.
In this article:
Labels available at McGill
As of February 2022, the following labels are available:
Label |
Description |
Retention rule |
|---|---|---|
| None | No specific retention period | No rule |
| 03 Year - Administration | Administrative activities relating to the planning and management of your unit | Retain three years after last activity |
| 05 Year - Academic | Organization, management, and monitoring of activities related to teaching and student affairs | Retain five years after last activity |
| 07 Year - HR and Finance | Management of activities related to administrative personnel, academic personnel, and financial resources | Retain seven years after last activity |
| 10 Year - Project Management |
Management and monitoring of projects related to activities specific to your unit | Retain 10 years after last activity |
Applying a retention label in OneDrive
To apply a retention label in OneDrive:
- Go to Microsoft 365 and sign in to your OneDrive.
- Click on the three dots next to the file or folder to which you want to apply a retention label. Select Details:
- On the right-hand pane, scroll to Properties.
- Under Apply label, click Choose a label. Select a retention label from the list.
Applying a retention label in SharePoint / MS Teams
To apply a retention label in SharePoint/MS Teams:
- Sign in to Microsoft 365 and launch SharePoint.
- Navigate to a Teams channel and select Documents.
- Click on the three dots next to the file or folder where you wish to apply a retention label. Select Details.
- On the right-hand pane, scroll to Properties.
- Under Apply label, click Choose a label. Select a retention label from the list.
FAQs
Can I create my own retention labels?
No, you have to choose among the predefined list of retention labels available.
Can I delete a file already tagged as retained?
No, you need to clear the retention label first.
Training
Register for an introductory training session: SharePoint training
