Subject Matter Expert - Microsoft Purview and GRS Auto Retention Label

The Exemplar Harvesting SME is responsible for identifying, reviewing, and finalizing representative business documents from SharePoint and other approved document repositories to support Microsoft Purview Auto Retention Labels.

The role requires strong understanding of Global Records Schedules, retention requirements, business processes, and document context, so that the right positive and negative exemplar documents are selected for training data preparation. This is a quality-driven role that requires judgment, persistence, stakeholder engagement, and the ability to maintain expected harvesting velocity while managing ambiguity, mislabelling, and business pushback.

Roles & Responsibilities:

1. Retention Analysis & Exemplar Curation:

• GRS Interpretation: Interpret Global Records Schedule (GRS) definitions, retention requirements, and business context to map document types to corresponding auto-retention labels.
• SharePoint Navigation: Locate, search, and extract relevant business records across complex SharePoint sites, libraries, folders, and approved enterprise repositories.
• Positive & Negative Exemplar Harvesting: Identify, curate, and prepare both positive (correct match) and negative (near-match/distractor) exemplar document sets for classifier training readiness.
• Quality & Rationale Assessment: Evaluate metadata, content indicators, and business context to verify retention alignment, documenting clear rationales for document inclusion or exclusion.

2. Anomaly Resolution & Stakeholder Management:

• Data Quality Control: Detect mislabeled files, low-quality samples, and ambiguous records, eliminating noise prior to model training.
• Stakeholder Engagement: Partner with Business SMEs and functional leads to clarify open questions, validate assumptions, and finalize exemplar sets.
• Conflict & Pushback Resolution: Manage business pushback and classification uncertainty professionally by presenting evidence-based recommendations and alternative options.

3. Delivery Tracking, Reporting & Operations:

• Tracker & Inventory Management: Maintain structured Excel trackers, inventories, decision logs, and audit trails to uphold quality control.
• Velocity & Escalation: Maintain agreed harvesting velocity targets while protecting classification accuracy; proactively flag access blockers, scope changes, or validation delays.
• Purview Readiness: Support quality reviews, retention label mapping, and readiness workflows for Microsoft Purview trainable classifiers.

Technical Skills & Capability Matrix:

Skill : Area Expected Capability Records Management & Retention Strong understanding of GRS categories, retention requirements, record definitions, and enterprise business process context.

SharePoint Ecosystem Advanced capability to navigate, query, and harvest documents across SharePoint sites, document libraries, and enterprise repositories.

Training Data PreparationPractical knowledge of machine learning training data concepts (positive/negative exemplars, sample quality, and mislabeling risks).

Analytical JudgmentAbility to assess document context and determine suitability for retention label classifier training.

Stakeholder EngagementStrong communication skills to liaise with Business SMEs, document rationales, and manage validation or pushback constructively.

Delivery DisciplineProven ability to maintain consistent harvesting velocity, track progress, raise blockers early, and deliver predictably.

Data Tracking & ReportingExpertise in MS Excel and status reporting tools to maintain clean audit trails, issue logs, and status dashboards.