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
|
SETTING |
EXPLANATION |
|---|
|
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
|
SETTING |
EXPLANATION |
|---|
|
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.
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.
