In Microsoft 365’s record management feature of their compliance centre, there is an option available while configuring a retention label that has the ability to start a disposition review when the retention period is coming to an end. The disposition is simply the action on an item based on their ability and knowledge of the data content. A disposition reviewer has a very important role.
The disposition reviewer needs special permission in order to preview and do the disposition task assigned to them. It has to preview the documents from within the review panel to it needs special permission for the disposition of the data. These permissions are very special, actually so special that even the global administrators cannot and do not have them by default.
There is another advanced mode of the disposition introduced to make the disposition more accurate and to have more control over it. It is called the multi-stage disposition review process. The data managers have a very important role in assigning permissions to different users who are a part of this disposition review stage. It is a statute job that needs focus and attention. The record managers must be in control and highly trained and very familiar to know what exactly it means to assign permissions to the users.
Records Manager Access
In the multi-stage disposition review process, most of the records managers place their record managing group at the first stage or last stage of the disposition review process. It enables them to understand what they have access to when they are given the specific task of disposition review permissions. There arises a question.
The question is: Let’s say that we have assigned a Records Manager the specific permissions to access the dispositions tab. He will have the access to the item in the preview pane. The concern is that can this assignment makes him able to get the permission to the source location which is a SharePoint site, where that specific item is placed?”
A: The answer is NO. A Records Manager cannot automatically have access to the source location on the SharePoint site where the item is placed. A record manager can also not have the ability to preview the document of the disposition review tool. He has to make the disposition decision first. The access to SharePoint” the source location” must be granted separately.
What the record manager are able to do without being granted to the permission of the source location on the SharePoint site is to view the list of pending dispositions and take an action of the disposition which are:
- Approve disposal
- Relable
- Extend
- Add reviewers
They don’t even have the access of permission to read the document within the disposition. Even for viewing this document, they have to have permission to at least read access to the SharePoint site to view the document in the Disposition review preview pane.
If the record manager does not have the access to the location source on the SharePoint sitem they cannot even move or navigate to any other tab of the preview pane. They are unable to view the details and cannot click on the direct location link of the document on that page. If they try to do that, they will get this message informing them that they don’t have permission to access it.
- The record managers need the following permission:
- To do disposition
- Reading permission to SharePoint sites
- Permission to view the document within the preview pane
- This multi-stage feature of disposition is very secure.
Summary
From within the record manage the feature in order to have the access to the Disposition tab, the user who is a record manager must be given or granted a position of the Disposition Management role.
You must ensure that all users who are a part of the disposition review stage, including the business owners, have at least this role assigned to them.
When allowing the business owners the access to view the items and documents from within the disposition review preview pane and not having direct access to navigate directly to the source location to view it, make sure that they are added as members to the ‘content explorer content viewer’ role too.
Note: The owners already have access to the source location where the item exists; however this access is not required to be able to perform a disposition.
If you also want Records Managers to be able to preview documents from SharePoint sites and SharePoint real estate solutions, ensure they’ve been added to the SharePoint site with at least read permission. Records Managers, by default, will not have this permission.
