Implement data protection and compliance in Microsoft 365 technically
Statutory retention and deletion obligations, data subject requests, and evidence requirements exist regardless of whether Microsoft 365 is technically prepared for them. ReByteIT helps you implement these requirements with Microsoft Purview in a structured and traceable way – as a technical complement to your data protection officer, not as a replacement.
- Map retention, deletion, and evidence technically
- Handle access and deletion requests in a structured way
- Make your compliance status visible instead of assumed
The legal obligations exist – the technical implementation is often missing
Many companies know their retention and deletion obligations but have not mapped them technically in Microsoft 365.
Retention and deletion periods on paper only
Periods are defined legally but are not configured as policies in Exchange, SharePoint, OneDrive, and Teams.
Access and deletion requests are laborious
Without structured search and export options, mailboxes, Teams, and SharePoint have to be searched individually.
Missing evidence during audits
During customer audits or requests from supervisory authorities, a documented overview of compliance status is often missing.
No shared role model
Data protection, IT, and management often lack an agreed picture of responsibilities and deadlines.
What Microsoft Purview provides for compliance and data protection
Confidential information is detected and classified using sensitivity labels – details can be found on the main Purview page. In-depth DLP policies for Exchange, SharePoint, OneDrive, Teams, and endpoints can be found on the Data Loss Prevention page.
Data lifecycle management
Retention policies define how long content is retained and when it is deleted automatically.
Records management
Documents subject to special evidence requirements can be marked as records and additionally protected against premature deletion.
eDiscovery
Search, preserve, and export content in Exchange, SharePoint, OneDrive, and Teams for specific requests.
Audit
The unified audit log makes activities traceable for audits and investigations.
Compliance Manager
Evaluates your current compliance status against regulatory templates and highlights gaps.
Optional extensions
Alongside the classic Purview capabilities, Microsoft offers further solutions such as Insider Risk Management, Communication Compliance, eDiscovery, and Data Security Posture Management (DSPM) – as complementary building blocks for advanced compliance, investigation, or insider risk requirements.
Compliance baseline as part of the Purview Security Foundation Assessment
The GDPR and compliance topics are part of the Purview Security Foundation Assessment described on the main Purview page, where they are covered in the “Compliance Baseline” module.
Compliance Manager Review
Evaluation of your current compliance status against relevant regulatory templates.
Gap Assessment
Comparison between the legally required standards and the state implemented technically.
Quick Wins
Measures that can be implemented quickly with a high impact.
Configuration & rollout
Retention, records management, eDiscovery, and audit are set up and initially verified in test mode.
Optional depth: Insider Risk Management and Communication Compliance can be added on if there is a corresponding need.
“The consulting focuses on the technical capabilities of Microsoft Purview and Microsoft 365 for supporting data protection, compliance, and security requirements. Legal assessment, interpretation of the GDPR, and binding compliance or legal advice are not part of the offering and should be handled by your legal department, data protection officer, or specialized legal advisors.”
Where retention, evidence, and compliance evaluation take effect in practice
Retention policy for contract documents
Contract documents are retained for the contractually or legally required period and then deleted reliably.
Deletion concept for HR records
After an employment relationship ends, personal records are deleted automatically once the applicable period has expired.
Structured handling of a data subject access request
A request under Art. 15 GDPR requires a targeted, documented search across several Microsoft 365 services.
Evidence for a customer audit or certification
The current compliance status is documented in Compliance Manager, and gaps are closed in order of priority.
Audit evidence during a review
Activities in Microsoft 365 can be reconstructed traceably after the fact.
Microsoft Purview enables the technical implementation of retention and deletion concepts through retention policies, retention labels, and records management. The specific definition of retention periods is made by the company on the basis of its legal, regulatory, and organizational requirements. The consulting covers the technical implementation of these requirements, not their legal assessment.
A clear division of tasks instead of blurred responsibilities
The technical implementation of data protection, compliance, and retention requirements is carried out in close coordination with the responsible departments, your data protection officer, and, where applicable, your legal department. Legal assessment, interpretation of statutory requirements, and the definition of binding retention periods are the responsibility of the customer or the appointed legal and data protection experts.
Your data protection officer or legal department
defines which retention periods, deletion rules, and compliance requirements apply legally.
ReByteIT
implements these requirements technically in Microsoft Purview, configures the appropriate policies, and makes the status traceable.
Departments and management
coordinate organizational questions, such as responsibilities for data subject requests or the approval of exceptions.
How the collaboration works
Record the situation & requirements
The applicable retention and compliance requirements are recorded together with your data protection officer.
Evaluate compliance status
A Compliance Manager review and gap assessment reveal deviations from the technical state.
Configure & test policies
Retention, records management, eDiscovery, and audit are set up and initially tested.
Document & hand over
Results are documented and shared in a handover session.
What the technical implementation changes for you
- Retention and deletion are mapped technically instead of only documented
- Access and deletion requests can be handled in a structured way instead of manually
- Compliance status is visible in Compliance Manager instead of assumed
- Audits and reviews can be evidenced with traceable logs
- Data protection officers and departments are relieved of technical implementation work
Technical implementation does not replace legal advice
“The consulting focuses on the technical capabilities of Microsoft Purview and Microsoft 365 for supporting data protection, compliance, and security requirements. This includes, for example, data classification, information protection, Data Loss Prevention (DLP), auditing, retention policies, and other technical controls. Legal assessment, interpretation of the GDPR, and binding compliance or legal advice are not part of the offering and should be handled by your legal department, data protection officer, or specialized legal advisors. Technical implementation can, however, help demonstrate that organizational and regulatory requirements are met.”
- Microsoft 365 is not automatically GDPR compliant.
- ReByteIT does not replace an appointed data protection officer.
- No assurance is given regarding the avoidance of fines or full legal compliance.
- Retention periods are not defined by ReByteIT, but implemented technically according to the legal requirements provided by the customer.
Questions about GDPR & compliance with Microsoft Purview
Are we automatically GDPR compliant with Microsoft 365?
No. Microsoft 365 provides security and compliance capabilities, but roles, policies, retention, sharing, and protective measures have to be configured appropriately. Purview helps implement this technically and make it demonstrable.
Does Microsoft Purview replace our data protection officer or legal advice?
No. The consulting focuses on the technical capabilities of Microsoft Purview and Microsoft 365. Legal assessment, interpretation of the GDPR, and binding compliance or legal advice are not part of the offering.
Do you define how long we have to retain data?
No. Retention and deletion periods follow from the legal requirements set by your legal department or data protection officer. ReByteIT implements these requirements technically in Microsoft Purview.
How are access or deletion requests handled technically?
With Microsoft Purview eDiscovery, content in Exchange Online, SharePoint Online, OneDrive for Business, and Microsoft Teams can be searched in a targeted way and exported for a request.
Do new retention or compliance policies take effect immediately?
Usually not. New policies are first introduced in a controlled test or monitoring mode before they take effect in production.
Which documentation do we receive at the end of the project?
Technical documentation of the implemented Purview configurations: policy overview, architecture overview, permission model, configuration settings, and recommended actions.
Is this topic also relevant for smaller companies?
Yes. The service is aimed primarily at small and medium-sized companies that use Microsoft 365 productively. What matters is the actual risk, not company size.
Which licenses do we need for retention, eDiscovery, and audit?
Basic capabilities are available in various Microsoft 365 plans. Advanced capabilities such as eDiscovery (Premium), Audit (Premium), or Insider Risk Management generally require Microsoft 365 E5 or corresponding add-on licenses (as of July 2026).
How far along is your retention and compliance structure in Microsoft 365?
In a free initial consultation, we clarify whether a Compliance Manager review, a targeted configuration of retention policies, or a structured gap analysis is the right next step.
You speak directly with Sebastian Kerssen – working in the Microsoft ecosystem since 2014, as a direct Microsoft partner with no intermediaries.