Sharepoint 2010 : Administering Enterprise Content Management - Document Management (part 10) - In-Place Records Management

2/11/2014 1:41:39 AM

1.18 In-Place Records Management

The core concept behind in-place records management is the idea that you want to be able to declare record content within the same library where the content was created. This often means that record content will coexist alongside active content. Each organization is subject to its own unique set of regulatory requirements and usually has its own information retention policies. In-place records management provides a level of flexibility that enables organizations to implement and enforce those policies in a way that makes the process transparent for end users. Record content often is considered of value to an organization because it is evidentiary or substantiates business activities. It might also be information of value for protected reasons, such as in the case of proprietary information or industry secrets.

Integrated life-cycle features included with SharePoint 2010 allow records managers to schedule document archiving and to automate the process of moving documents between active document repositories and the records archive. This ability to move content automatically is provided by the Content Organizer. In conjunction with the Content Organizer, in-place records management provides an integrated way to control content by allowing users to declare that content in place, have that content disposed of in place, or move it to an archive at a specified time for further processing.

Site and List Level Declaration Settings

Documents or items declared as records can have additional restrictions or retention policies enforced on them compared to non-records. Use the Record Declaration Settings page to determine who can declare records and what restrictions to put in place. You access the Record Declaration Settings page by visiting the target site, clicking the Site Actions icon on the Ribbon, and then selecting Site Settings. Click the Records Declaration Settings link in the Site Collection Administration setting group. The page provides access to the settings described in Table 14.

Table 14. Settings Available on the Record Declaration Settings Page Within a Site



Record Restrictions

Specify restrictions to place on a document or item when it has been declared as a record. Changing this setting will not affect items that have already been declared records. Note that the information management policy settings can also specify different policies for records and non-records. You may only select one of three options for this setting: select to have no additional restriction for record content, to only block the deletion of record content, or to block both the editing and deletion of record content.

Record Declaration Availability

Specify whether all lists and libraries in this site should make the manual declaration of records available by default. When manual record declaration is unavailable, records can only be declared through a policy or workflow.

Declaration Roles

Specify which user roles can declare and undeclare record status manually. Use this setting to specify if the declaration of records can be performed by all list contributors and administrators, only list administrators, or only policy actions. You also select the same specifications for the undeclaring of records.

You can also use the information management settings on a location or a content type to define separate policies for records and non-records. Within a given document library, you can specify the records declaration settings for that library. To access these settings, visit the target library and click Library Settings in the Library menu on the Ribbon. Then click the Record Declaration Setting link in the Permissions And Management Settings group. The page provides access to the settings described in Table 15.

Table 15. Settings Available on the Record Declaration Settings Page Within a List



Manual Record Declaration Availability

Specify whether this list should allow the manual declaration of records. When manual record declaration is unavailable, records can only be declared through a policy or workflow. This setting allows you to use the site collection default setting, always allow manual declaration, or never allow manual declaration. Note that this setting is disabled if automatic declaration is enabled for the library.

Automatic Declaration

Specify whether all items should become records when added to this list. When enabled, items will be declared a record after the item is checked in the first time. When automatic declaration of items is enabled, check-in will also be required on this list before items can be edited.

Declare a Record Within a Library

To manually declare a record within a library, you must have manual record declaration enabled at the site collection or list library level. When it is enabled, these settings will make additional action buttons available on the Ribbon. When you click the file name of a document in a library to select it and the Documents menu appears on the Ribbon, you will see two new icons, Declare Record and Undeclare Record, as shown in Figure 25. You may use these icons to perform the actions each describes on the selected document or documents. You will be asked to confirm your selection by a prompt, after which the records are declared.

Declare a record in place within a document library.

Figure 25. Declare a record in place within a document library.

After an item has been declared as a record, the Ribbon will be trimmed to exclude the menu items to delete or edit/delete an item.

Document Compliance Details

You may view the compliance details of any document within the system by opening the Edit Control Block menu of an item and selecting Compliance Details to open the dialog box shown in Figure 26. The resulting item compliance report includes information about the retention policy applied for the item, if it is exempt from the policy, the item’s location in the library and its content type, and if the item is on hold or declared as a record. You may also generate an audit log report for this item to see what activity has occurred according to item’s audit policy.

View the compliance details for a specific document.

Figure 26. View the compliance details for a specific document.

Most View
The Nissan GT-R Nismo – The Fastest And Most Powerful Version Of The Nissan GT-R (Part 4)
LG Optimus L9 - A Cheap Middle Class Android Phone (Part 1)
Silverlight Recipes : Controls - Creating Custom Column Types for a DataGrid
SQL Server 2008 R2 : The Maintenance Plan Wizard (part 2)
Analysis iPhone Growth Strategy
Adobe After Effects CS5 : Dynamic Range: Bit Depth and Film (part 1) - 16-Bit-Per-Channel Composites, Film and Cineon Files
Simplicity and Precision: Test Planning In Agile Projects
Microsoft Dynamics AX 2009 : Building Lookups - Building a tree lookup
Create A Logo With Inkpad On The Ipad (Part 2)
SQL Server 2012 : Managing Resources - Limiting Resource Use, Leveraging Data Compression
Popular Tags
Microsoft Access Microsoft Excel Microsoft OneNote Microsoft PowerPoint Microsoft Project Microsoft Visio Microsoft Word Active Directory Biztalk Exchange Server Microsoft LynC Server Microsoft Dynamic Sharepoint Sql Server Windows Server 2008 Windows Server 2012 Windows 7 Windows 8 Adobe Indesign Adobe Flash Professional Dreamweaver Adobe Illustrator Adobe After Effects Adobe Photoshop Adobe Fireworks Adobe Flash Catalyst Corel Painter X CorelDRAW X5 CorelDraw 10 QuarkXPress 8 windows Phone 7 windows Phone 8 BlackBerry Android Ipad Iphone iOS
Top 10
Review : Acer Aspire R13
Review : Microsoft Lumia 535
Review : Olympus OM-D E-M5 Mark II
TomTom Runner + MultiSport Cardio
Timex Ironman Run Trainer 2.0
Suunto Ambit3 Peak Sapphire HR
Polar M400
Garmin Forerunner 920XT
Sharepoint 2013 : Content Model and Managed Metadata - Publishing, Un-publishing, and Republishing
Sharepoint 2013 : Content Model and Managed Metadata - Content Type Hubs