Records Compliance
Modern recordkeeping is no longer about simply storing documents – it’s about ensuring transparency, accountability and compliance in an increasingly complex digital environment. For government and regulated industries, the ability to meet legislative, regulatory and operational obligations is fundamental to managing risk.
Microsoft Purview offers a platform-native records compliance solution built directly into Microsoft 365. It allows agencies to manage records in place, apply defensible retention and disposal policies, and maintain comprehensive audit trails – all without the overhead of legacy EDRMS platforms or costly third-party add-ons.
This integrated approach not only reduces complexity and cost, but supports compliance with the Archives Act, Privacy legislation, the Protective Security Policy Framework (PSPF), the Information Security Manual (ISM) and Freedom of Information (FOI) obligations. It also ensures key functional expectations are met – including persistent metadata, authorised disposal, and long-term accessibility – critical for defensible, audit-ready recordkeeping.
What it Includes
A records compliance solution leverages core Microsoft Purview modules that deliver key recordkeeping functions – including capture, classification, retention, disposal, protection, audit and discovery. These tools provide the control and traceability needed to manage records in place while maintaining compliance with legislative and regulatory obligations.
Data Lifecycle Management
Automates the application of retention schedules and disposal actions, ensuring records are preserved or destroyed according to legal, regulatory and business requirements.
ESSENTIAL
Records Management (Advanced DLM)
Supports file plans, event-based retention triggers, disposition review and holds, enabling granular control over temporary, permanent and sensitive records.
ESSENTIAL
Information Protection
Applies classification, sensitivity labels and encryption to records, supporting confidentiality, integrity and access control in line with security policies.
ESSENTIAL
Audit
Captures detailed user activity and system actions for traceability, accountability and defensible recordkeeping.
ESSENTIAL
eDiscovery
Supports secure search, hold and export for FOI, legal discovery or investigations, with contextual metadata and audit trails maintained.
HIGHLY RECOMMENDED
Data Loss Prevention
Monitors and protects sensitive records from unauthorised sharing, supporting compliance with privacy legislation and information security policies across Microsoft 365 workloads.
HIGHLY RECOMMENDED
Looking for More?
Microsoft Purview includes additional modules that go beyond records compliance. Visit our Products section to explore the full range of capabilities.
Why it matters
Agencies are legally responsible for managing records across all systems and formats. Failure to do so can compromise accountability, trigger compliance breaches and damage public trust. Poor records management also makes it harder to respond to audits, FOI requests or legal proceedings.
Embedding records compliance within Microsoft 365 using Microsoft Purview helps agencies meet their obligations without duplicating systems or introducing unnecessary complexity. It’s a future-ready approach that supports both operational efficiency and information governance.
How Affinity Data Helps
Affinity Data partners with government and regulated organisations to implement practical, standards-aligned records compliance solutions in Microsoft 365. We configure Purview capabilities to reflect your legal, policy and archival requirements, and design lifecycle processes that meet the needs of your users while maintaining compliance.
Our team brings together Microsoft expertise and deep knowledge of records management and information governance. We help agencies modernise their approach – delivering outcomes that are efficient, defensible and designed to last.
Ready to take the next step?
If you’re unsure where to begin or want to validate your current approach, our Readiness and Assessment program can help. It’s the ideal starting point for planning a records compliance strategy that works.