Preparing for Label-based Record Locking

If your organization is currently using Purview retention labels for any purpose, do not enable label-based retention without first speaking with our subject matter experts.

For organizations with an E5/G5 or equivalent license with Microsoft, the recommended record locking method is to create a Purview retention label for use within Gimmal Records. The following steps describe our recommend approach for creating a retention label in Microsoft Purview for use with Gimmal Records.

Microsoft Purview offers many different types of labels. Gimmal’s recommended label configuration is described below.

Configuring retention label in Purview

1. Open https://purview.microsoft.com/

2. Open Solutions > Record Management

3. Navigate to the ‘File Plan’ page

4. Click ‘Create a label’

   1. Enter a unique name for the label (e.g., 'GimmalRecordsLockLabel') on the Name node > Next

   2. (optional) Fill out descriptors for the label on the File plan descriptors node > Next

   3. Choose "Retain items forever or for a specific period" on the Label Settings node > Next

   4. On the Period node:

      1. Choose Forever > Next

      2. Choose "Mark items as a record" > Next

   5. Summary screen Review and Finish appears

   6. On the Finish node, click Create Label button > There may be a lag while the label is created

   7. Once the ‘Your retention label is created’ shows, DO NOT Publish the label , choose ‘Do Nothing’

   8. Click the ‘Done’ button.

Enabling Label-based Record Locking in Gimmal Records

After the installation of SPOC is complete, a script needs to be run to enable Label-based Record Locking in Gimmal Records. This should only be completed after the label has been created in Purview. This will enable day-forward record locking using labels.

• For Gimmal-hosted implementations of the SharePoint Online Connector, this will be performed by Gimmal. Send a request to the support team asking to enable this option.

• For sites hosted by the customer, or on-prem installations, this will be performed by the customer.

Once this is complete, SPOC will need to be configured to leverage the label for locking see here.

• In-Place Records Management (IPRM) is used by default for record locking in the Gimmal Hosted Cloud version of Gimmal Records as well as all on-premises versions prior to version 6.1.1. Microsoft has announced the end of support for these features in April 2026.

• Although Gimmal expects this IPRM functionality to continue to work for some time, we strongly encourage all clients to upgrade their record-locking mechanisms in Gimmal Records when possible.

• Starting with 6.1.1 on premises and with the March 2026 Cloud release, Gimmal Records will support a label-based record locking with Purview retention labels, but this requires the client to have an E5 license.

• For clients who use E3 licenses or who cannot use label based locking due to existing conflicts, Gimmal will have an option using system checkouts. This is currently under development and will be released in Q2, 2026.

• Please see this article for additional details.