Managing records isn’t just about ticking a compliance box. For most organisations, the bigger issue is reducing risk and maintaining trust. Sensitive information left unmanaged can easily become a liability, whether through accidental leaks or breaches of privacy regulations.
But what if you could automate these responsibilities by embedding recordkeeping into the everyday flow of work in your Microsoft 365? Instead of relying on staff to remember when and how to classify a record, a system does the heavy lifting in the background.
That is precisely what iWorkplace Smart Records do.
This is the fourth instalment of our iWorkplace Feature Focus series. In case you want to catch up on the previous instalments, you can check out:
- Smart Metadata – automates metadata application to files and folders.
- Smart Labels – automates retention and deletion labels.
- OneDrive Manager – helps control OneDrive overuse.
Now back to Smart Records…
What is Smart Records?
Smart Records is an app in iWorkplace that takes the complexity out of recordkeeping by automating it. It allows information managers to easily set up retention and disposal rules across document libraries to ensure records are handled consistently and in line with policies.
Working alongside Smart Metadata, which automatically applies classification and sensitivity labels, Smart Records manages the full life cycle of information, including secure disposal of the data when the time comes.
And it’s not just about compliance. Even organisations without strict regulatory obligations face growing risks if sensitive information is mishandled or exposed. Smart Records helps reduce those risks by enforcing rules in the background, backed by detailed reporting, logging, and monitoring.
The app is tightly integrated with Microsoft Purview, aligning with recordkeeping rules and classes so your organisation can achieve compliance with confidence while improving information governance.
Key Benefits:
Smart Records provides both immediate and long-term value for organisations:
- Risk reduction – Protect your organisation against information incidents, such as accidental data leaks or non-compliance fines.
- Operational efficiency – Free up your information and records management team by automating routine recordkeeping tasks.
- Better reporting – Robust reporting and logging can provide visibility into records, how they are managed, and what actions are pending.
- Seamless integration with Microsoft 365 – No need for bolt-on systems. Smart Records works with the Microsoft ecosystem you already use.
Smart Records is more than just a records management tool. It’s a way to embed compliance, risk management, and efficiency into your everyday information management practices.
Combined with other iWorkplace apps like Smart Metadata and Smart Labels, it creates a complete data governance framework within Microsoft 365.
See it in action
Access the iWorkplace Resource Hub to see how Smart Records works.
Example of Smart Records in action.
Do you have a question about Smart Records or iWorkplace in general? Comment below, and we will do our best to respond as quickly as possible.
Visit this page to learn more about how iWorkplace can help you meet your organisation’s information protection and compliance requirements.
