“UNDER THE RADAR: LESSER-KNOWN MICROSOFT 365 APPLICATIONS EVERY IG PROFESSIONAL SHOULD KNOW“
Presented by: John Collins, Managing Director, REDGRAVE
Microsoft 365 information governance programs often focus on the most familiar workloads — Exchange Online, SharePoint, OneDrive, and Teams. But important business records, collaboration content, and eDiscovery-relevant information are increasingly created in less obvious Microsoft 365 applications, including Loop, Planner, Whiteboard, and Bookings.
This presentation explains how these applications fit into the broader Microsoft 365 ecosystem, what types of data they create, where that data is stored, what administrative controls are available, and how retention, deletion, preservation, collection, and review work in practice. Attendees will leave with a practical framework for asking the right information governance and eDiscovery questions about Microsoft 365 applications before they become uncontrolled sources of business records or legal hold risk.
Attendees will learn to:
1. Identify lesser-known Microsoft 365 applications that can create or store business records and eDiscovery-relevant information, including Loop, Planner, Whiteboard, and Bookings.
2. Understand the key information governance questions to ask about any Microsoft 365 application, including what data is created, where it is stored, and whether it is subject to retention, deletion, and eDiscovery controls.
3. Evaluate the practical limits of Microsoft Purview eDiscovery and data lifecycle management for applications that use mixed storage locations, embedded components, or service-specific data stores.
4. Recognize how administrative settings in the Microsoft 365 admin center, Teams admin center, Entra, and related portals can affect application access, data creation, and downstream preservation obligations.
5. Apply a repeatable governance approach for evaluating emerging Microsoft 365 applications before they become unmanaged sources of information risk.
John Collins, Managing Director, REDGRAVE.
John Collins is a Managing Director at Redgrave LLP and holds the CRM and IGP credentials. He advises organizations on information governance, records and information management, Microsoft 365 governance, and eDiscovery readiness, with a focus on the practical risks that arise when business collaboration tools create data outside traditional records systems.
His work includes helping legal, records, IT, and business stakeholders understand how Microsoft 365 applications create, store, preserve, retain, and expose information for discovery. He regularly translates complex technical architecture into clear, defensible guidance for senior leaders, legal teams, and information governance professionals.
