Microsoft Purview · Records Management

View-Only Records Management

Read-only access to records management features for auditing, compliance reporting, and oversight without modification permissions.

Scope: Read-only access to all records management features across entire organization for audit and oversight

Permissions

File Plan - View file plan with all retention labels, schedules, and regulatory metadata
Reports - Access comprehensive records management reports and analytics dashboards
Disposition Queue - View disposition review queue, status, and history without approval permissions
Configuration - Review records management configuration including event types and auto-apply policies
Export - Export reports and analytics for compliance documentation and audit purposes
Label Analytics - View retention label analytics: application counts, locations, user vs auto-applied
Disposition History - Access disposition history and proof of disposal records for audit trail review
Record Versioning - View record versioning settings and locked vs unlocked record status
Event-Based Retention - Review event-based retention configuration and triggered events
File Plan Descriptors - Monitor file plan descriptor usage (function, category, authority, citation)
Regulatory Records - View regulatory record vs standard record configuration and restrictions
Tenant Settings - Access tenant-level records management settings (read-only)

External auditors reviewing records management program for regulatory compliance assessments
Compliance reporting and analytics for management, board, or regulatory submissions
Management oversight of records management practices and governance maturity
Training new records management staff on current configuration before granting full permissions
Legal team review of retention schedules and disposition workflows during litigation prep
Third-party consultants assessing records management program effectiveness
Internal audit teams verifying adherence to records retention policies and schedules
Compliance officers generating evidence for SEC, FINRA, FDA, or other regulatory audits
Business unit leaders monitoring records management coverage and label application rates
IT teams reviewing technical configuration without risk of accidental changes

Use for audit and oversight purposes - ideal for external auditors and consultants
Generate regular compliance reports for management dashboards and board reporting
Monitor disposition review progress to identify potential backlogs or workflow issues
Identify gaps in records management coverage by analyzing label application analytics
Export file plan periodically for offline review and compliance documentation
Review proof of disposal records to verify proper destruction of expired content
Compare retention label configuration against regulatory requirements during audits
Monitor event-based retention triggers to ensure business processes are properly configured
Use analytics to identify over-application or under-application of record labels
Verify alignment between file plan descriptors and organizational classification taxonomy
Review disposition history to ensure timely processing and approval of retention expirations
Coordinate with Records Management role holders to recommend improvements based on observations

Cannot make changes - lowest risk records management role for external parties
Can view sensitive retention schedules and disposition information - assign carefully
Export capabilities should be monitored - may contain confidential retention metadata
May view proof of disposal evidence which could be sensitive during litigation
File plan export reveals organizational classification and retention strategy
Disposition history may reveal sensitive business information about content types
Should have data handling agreements for external auditors or consultants
Access to retention label analytics may reveal information protection gaps
Consider time-limited assignments for external auditors (disable after audit completion)
Monitor export activity to ensure compliance with data protection policies