Microsoft 365 Copilot simplifies compliance tasks like eDiscovery, data retention, and lifecycle management by automating processes and offering AI-driven insights. Integrated into Microsoft Teams, SharePoint, and Exchange, Copilot helps organizations meet U.S. legal requirements, including HIPAA, SOX, and GDPR, while improving efficiency.
Key highlights:
- eDiscovery: Quickly search and manage data for legal cases, with advanced features like content summarization and trend analysis.
- Retention Rules: Automate data retention policies to keep or delete information as required, ensuring compliance with industry standards.
- Lifecycle Management: Oversee data from creation to deletion, minimizing risks and reducing storage costs.
For legal teams, IT, and compliance managers, Copilot streamlines complex workflows, saving time and reducing errors. Start with pilot programs, configure retention policies, and leverage reporting tools to ensure smooth implementation and adherence to regulations.
Learn Live: Manage compliance with Microsoft Purview with Microsoft 365 Copilot
Using Copilot for eDiscovery in Microsoft 365
Copilot is built on the latest compliance updates to make eDiscovery work faster and smarter. It helps legal teams handle tough cases more easily.
eDiscovery Standard vs. Premium Features
Microsoft gives two eDiscovery tools in the Purview portal: eDiscovery (Standard) and eDiscovery (Premium). Picking the right one is key to using Copilot well.
- eDiscovery (Standard): Lets you work with up to 1,000 mailboxes and 100 sites for each case.
- eDiscovery (Premium): Made for bigger data needs and offers more tools like managing people, legal hold notices, better indexing, review sets, data study, and smart guessing models.
A top thing for Copilot users is Premium’s smart way of indexing, making document work much better.
For big cases or lots of data, Premium’s data study and smart guessing fit well with Copilot to find key documents fast, cutting down review time.
Using Copilot for eDiscovery Queries and Management
Copilot makes eDiscovery better by making search asking sharper and giving clear legal answers. Legal teams can ask things like, "Find all emails between John Smith and the finance team about the Q3 budget review", and get right answers.
The AI is good at seeing links – between people, times, and topics – making sure no important detail is missed, even if old ways might not catch it.
Another good tool is content summarization. If many documents come up, Copilot can outline main points and show top findings. This helps legal teams see the most useful documents quickly.
Copilot also spots trends across Microsoft 365 data, like emails, Teams chats, SharePoint files, and meeting recordings. This full look helps legal teams see the whole story.
Setting Up eDiscovery with Copilot
Setting up Copilot right for eDiscovery is a must.
First, make sure your group has the right licenses. eDiscovery Premium needs certain Microsoft 365 licenses, and Copilot might need more AI permission. Check with your IT folks to make sure you have what’s needed.
In the Purview portal, give roles to turn on Copilot’s features. eDiscovery managers must have the right permissions in the Microsoft Purview compliance portal, and you might need more roles for Copilot. Make sure the person setting up cases has rights for both eDiscovery Manager and Copilot.
When making a case, show what data sources to add to help Copilot understand better. Pick custodians, time spans, and key spots – like SharePoint sites or Teams channels – that might hold key info.
Set legal holds before running searches. While Copilot can suggest places to keep safe, the real hold rules need to be made through the Purview interface to keep data safe during checks.
Begin by asking simple questions to check your setup. For instance, have Copilot find new emails from certain people or point out papers on certain subjects. This lets you see how the AI handles your asks, and helps you get your method right before you go into harder searches.
Then, make sure to test your steps well and change your notes to show the switch to the new Purview eDiscovery system. Remember that the old eDiscovery tools stopped being used on August 31, 2025.
Making Retention Rules Easy with Microsoft 365 Copilot
Microsoft 365 Copilot does not just make eDiscovery easy – it also helps manage retention rules better by doing key tasks on its own. This covers setting and checking rules that keep needed data safe while getting rid of data we don’t need.
Setting Up Retention Rules with Copilot
With Copilot, making retention rules is smooth through its own part. This tool helps control how long Copilot talks are kept and when they are thrown away.
To set a new retention rule, go to the Microsoft Purview site and take this way: Solutions > Data Lifecycle Management > Policies > Retention policies, then pick New retention policy. Name the rule well, like "Copilot Legal Hold 7 Years", to show its use.
Copilot has three main types of retention rules:
- Keep-only: Holds onto stuff forever or for a time.
- Delete-only: Gets rid of stuff after a time.
- Keep then delete: Keeps stuff for a time then gets rid of it for good.
You can pick from adaptive or fixed ranges. Adaptive ranges use searches that change to automatically add new data that fits certain needs, good for teams that grow. On the other hand, fixed ranges need hands-on updates to add new data. For example, if your legal team grows, an adaptive range will automatically add new people, while a fixed range would need changes by hand.
Before you finish your rules, check they line up with US legal needs.
Meeting US Legal Needs with Copilot
Once your retention rules are ready, Copilot makes sure you meet big US rules, like GDPR, ISO 27001, HIPAA, and ISO 42001. Yet, staying right mostly relies on how your group sets and uses Copilot.
For US groups, it’s key to follow right record-keeping ways. For instance, use the MM/DD/YYYY date setup for keeping times. A money services company might make a rule to keep Copilot talks about clients for seven years to meet legal hopes.
Health care groups using Copilot need to watch HIPAA needs closely. Retention rules should be set to keep medical summaries for the needed time while making sure patient info is thrown away right to keep things legal.
Checking and Making Retention Rule Work Better
Once your retention rules are on, Copilot gives full reports to see how they are doing. These reports show what data is kept and what is gone, keeping things right across tools like Microsoft Teams, SharePoint, and other Microsoft 365 tools.
If stuff is changed or gone, Copilot automatically saves a safe copy in places like the SubstrateHolds folder in Exchange boxes for Copilot talks. Also, audit tracks give a clear look at Copilot actions, giving a key way to keep things safe and right.
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Working with Data Life from Start to End with Copilot
Microsoft 365 Copilot helps you handle your group’s data life – from start to safe delete – while it makes sure rules are followed and work is done well. This method is part of the flow in Teams, making data care better.
Main Parts of Data Life Care
Copilot sets up and keeps your data safe through five main parts, making tasks easy to save time and cut errors.
- Start Part: When new stuff is made in Teams, documents, or talks, Copilot marks it with details to track its use and risk. For example, if you write up a deal, Copilot sees it as law stuff and puts in needed rules.
- Sort Part: Copilot finds risky info like Social Security numbers or credit card details and puts in needed safety steps. For example, a care group might see chat about patients and handle it under HIPAA rules.
- Keep and Care Part: Copilot makes sure data stays easy to get to while it meets keeping needs. It watches storage, shifts old data to less costly spots, and keeps a clear record of checks.
- Active Care: Copilot looks for rule breaks, sends notes as end times near, and helps find key info to stop missed steps.
- End Part: When the keep time is up, Copilot makes sure data is safely gone by law.
Making Life Flows in Microsoft Teams
With Copilot, you can make life flows in Teams through the Microsoft Purview rules center. By going to Data Life Care > Life Flows, you can set custom rules to handle data well.
Start by picking start events that begin life actions. These could be document age, worker leaves, project ends, or certain date spans. This adds to keeping and finding processes, making data rule care keep going.
Next, set flow actions that say what happens when a start is hit. For example, Copilot can move data between spots, change who can see, tell people, or start delete. A money group might make a flow to store client talk records after two years while keeping them in search.
You can also use if-then rules to manage different events. For instance, you might have a rule like, "If a document has personal info and is more than seven years old, then safely delete it", or "If a Teams talk has law terms, put a hold on it." These flows join with Copilot’s keeping and finding tools, making a whole rules system.
Before using flows, it’s key to test them to stop unexpected data loss or rule gaps. Copilot’s test mode lets you see how rules will change data without real changes, helping you tune your setup and think of odd cases.
Checking and Reporting Data Life Events
Copilot’s rule checks include full check logs that track every data life event across Microsoft 365. These logs note who got into data, when actions happened, and what was changed, all using normal US date and time ways.
Real-time checks show active plans, tasks waiting, and errors that need care. Compliance groups can see which rules are on, how much data is dealt with, and any issues during work.
Custom boards offer views on things like cost cuts from set archiving, time saved by automation, and better compliance acts. These kinds of reports help back up spending on life cycle care and point out spots to get better.
The check system also follows rule breaks and close calls. For example, if someone tries to remove data on legal hold or reach info after its keep time, Copilot notes it and may start fixes to solve issues before they grow big.
Lastly, audit info can go out in CSV form, in US style numbers (use commas for thousands and dots for points). This makes it simple to mix with other rule tools or check in sheets and smart business tools.
How nBold Helps with Rules and Getting More Work Done
nBold gives groups the tools they need to build a strong rules and work share setup in Microsoft Teams. By using Copilot with nBold, it is easier for businesses to keep up with rules and boost how much work gets done. nBold mixes rule automation, set plan flows, and smart rule handling, helping U.S. groups follow big standards and work better.
Main Parts of nBold for Microsoft Teams
nBold makes working together easier and keeps rule use in check all over Microsoft Teams:
- Team Setup Builder: Make standard team areas with set chats, plans, and boards that follow company rules.
- IT Rule Policies: Put rule checks on Teams setups to make sure data sorting and saving fits U.S. rules.
- Add Outside Apps: Link tools like CRM systems and files keeping setups to keep even rules in all work flows.
These parts come with varied price options that fit different group needs.
nBold Cost and Choices
nBold has two price levels, with price cuts for big teams:
| Option | Cost | Main Points |
|---|---|---|
| nBold Pro | $3.00 each user/every month | Has tools for group work set-up, making teams, and IT rules |
| nBold CRM | $15.00 each user/every month | Has all Pro parts and adds CRM links |
You get price cuts when you buy for 100 or more users of nBold Pro, and 50 or more users of nBold CRM. Both options work well with Microsoft Teams, adding extra rules and control to how you work together.
Best Practices for US Organizations
Key Takeaways
Simplify your data management processes to ensure compliance with US regulations, particularly in areas like eDiscovery, retention, and lifecycle management. By leveraging Microsoft 365 Copilot’s automation tools, you can create workflows that handle routine compliance tasks seamlessly. For example, when Copilot takes charge of data queries and retention schedules, IT teams can shift their focus to more strategic projects instead of getting bogged down by repetitive manual tasks.
Start with pilot programs to fine-tune retention policies and familiarize your legal, IT, and compliance teams with Copilot’s eDiscovery and retention features. Testing these policies in a few select departments first can help you assess how effectively the system manages your data types and compliance needs. This phased approach allows you to address any issues early on, minimizing disruptions to your organization. With proper training, your teams can achieve better compliance results while reducing the likelihood of user errors.
These steps establish a solid framework for maintaining data compliance across your organization.
Meeting US Compliance Requirements
To meet US regulations, incorporate Copilot’s automated workflows into your compliance strategy. Industries like healthcare, finance, and government must adhere to strict data handling standards under laws such as HIPAA, SOX, and FERPA.
Microsoft 365 Copilot simplifies compliance by automating retention schedules that align with federal requirements. For instance, healthcare organizations can configure policies to retain patient records for the legally required timeframe and securely delete them once the retention period ends. Similarly, financial institutions can automate the management of audit trails and financial documents to meet mandated timelines.
Copilot’s advanced features also support legal holds and investigations. Instead of manually combing through mountains of emails and documents, legal teams can rely on Copilot to quickly locate relevant data and compile detailed discovery reports.
Regular audits and monitoring are key to maintaining compliance. Use Copilot’s reporting tools to ensure retention policies are functioning as intended and that eDiscovery processes capture all necessary data. Scheduling routine reviews of your data lifecycle processes can help you identify and address potential issues before they escalate into significant compliance risks.
FAQs
How does Microsoft 365 Copilot improve the eDiscovery process?
Microsoft 365 Copilot brings AI-powered tools to the table, streamlining the eDiscovery process in ways that save both time and money compared to old-school manual methods. Thanks to natural language processing, Copilot can understand complex queries and deliver actionable insights in no time, helping organizations find and analyze relevant data with impressive precision.
By automating much of the process, Copilot cuts down on the need for tedious manual reviews, all while ensuring adherence to organizational and regulatory standards. It simplifies handling massive amounts of data, freeing up teams to concentrate on high-priority tasks without compromising on compliance or productivity.
What’s the difference between eDiscovery Standard and Premium, and how does it affect using Microsoft 365 Copilot?
When it comes to eDiscovery in Microsoft 365, the Standard version offers essential tools like search, hold, and export. These features are perfect for handling smaller-scale investigations with straightforward needs.
On the other hand, eDiscovery Premium steps things up with advanced capabilities. It includes case management, deeper content analysis, and seamless integration with third-party services. These features make it a better fit for managing complex or large-scale investigations.
These distinctions also affect how Microsoft 365 Copilot can be utilized. With Premium, users gain the ability to automate more sophisticated workflows, dive into detailed investigations, and manage Copilot data more efficiently. This not only enhances compliance efforts but also strengthens overall data governance.
How can organizations use Microsoft 365 Copilot to ensure their retention policies comply with US regulations?
Organizations can ensure compliance with US regulations by using Microsoft 365 Copilot to establish and manage retention policies through Microsoft Purview. These policies are designed to automatically retain or delete data based on specific legal and organizational requirements. For instance, certain records may need to be preserved for up to 7 years, depending on the type of document.
To meet compliance standards, configure retention policies to handle data like emails, chats, and files according to the required legal timelines. Microsoft 365 Copilot simplifies this process by automating tasks and ensuring data is managed appropriately. Additionally, using Microsoft Purview tools for regular audits and monitoring helps maintain compliance and quickly adapt to any regulatory updates.