Purview Retention label

Hi Gift,

To create an auto-apply retention policy for disposing old documents based on metadata, go to Microsoft Purview → Information Governance → Retention Policies and choose Auto-apply a retention label. Use a condition that targets your metadata, such as a KQL query like:

Created<=2020-12-31 AND RefinableString01:OldDocs

Then set the retention period and disposal action (e.g., delete permanently) and publish the policy to the relevant locations like SharePoint or OneDrive. This ensures documents matching your metadata are automatically labeled and deleted without manual intervention.

I hope you find this information helpful. Please let me know if you have any further questions If the answer is helpful, please click "Accept Answer".

Regards,

Carlo

Hi Gift,

Thanks for reaching out. I understand how frustrating it can be to expect disposition reviews and not see them after applying retention labels. Let me explain why this happens and share what you can do next.

First, the reason you haven’t received any disposition review yet is because retention labels in Microsoft Purview start counting from the date the label is applied, not retroactively from the document’s creation date. So even though your documents were created in 2015, applying the label in 2025 means the eight-year retention period begins now.

Second, this behavior is by design. Retention policies and labels don’t automatically backdate unless you explicitly set that metadata. Without backdating, the system assumes the lifecycle starts when the label is applied.

Third, if you need those older documents to be disposed of sooner, you can use a workaround. Microsoft provides options through PowerShell or CSOM to backdate the label application date using the SetComplianceTagWithMetaInfo command. This lets you set a custom timestamp so the retention clock aligns with the original creation date. Alternatively, you can create an auto-apply policy based on metadata, or manually review and delete documents that are already past their intended lifecycle.

Last, if backdating isn’t feasible, you may need to accept that the retention period will run from now onward. For future-proofing, consider automating label application for new content and using scripts for legacy content.

I hope you find this information helpful. Please let me know if you have any further questions If the answer is helpful, please click "Accept Answer".

Regards,

Carlo