Sharepoint 2010 : Administering Enterprise Content Management - Document Management (part 11) - eDiscovery and Hold , Retention

2/11/2014 1:43:05 AM

1.19 eDiscovery and Hold

Holds are usually the result of litigations or investigations that require certain content to be held and produced, often by court order. SharePoint 2010 provides new enhancements that make it easier to manage holds and perform discovery efforts needed to identify content that must be placed on hold. The following sections review the basics of these features and how to configure each.

Configuring Holds

Holds are set up and managed through a special Holds list within each site collection. To get to this list, visit the target site, click the Site Actions icon on the Ribbon, and then select Site Settings. Click the Holds link under eDiscovery And Holds. Use the Holds list to track external actions like litigations, investigations, or audits that require you to suspend the disposition of items. Placing an item on one or more holds will preserve the item and suspend its disposition until the item is no longer managed by any holds. When you create a hold, you are required to enter a title for it. You also may enter a description for the hold and indicate who is managing the hold.

Placing a Hold on a Document

To place an individual document on hold, simply select the document from within the library. Access the document’s Edit Control Block menu and select Compliance Details. In the Hold Status section, click the Add/Remove From Hold link. This will take you to the Item Hold Status page. On this page, you may add the item to a hold, remove the item from a hold, and optionally add comments. When you are done making your selections on the Item Hold Status page, click Save. You will then be returned to the document library, where you can view the individual compliance details of the item and will notice the updated hold status.

Performing eDiscovery

After you have defined a hold, you must locate all of the content for which the hold applies. To do so, you need to perform a discovery search and add all of the results to the hold. In SharePoint 2010, this process is called eDiscovery. To perform eDiscovery, you will need to access the Search And Add To Hold page. Visit the target site, click the Site Actions icon on the Ribbon, and then select Site Settings. Click the Discover And Hold Content link, which is located in the Hold And eDiscovery section. The Search And Add To Hold page provides the search options presented in Table 16.

Table 16. Search And Add To Hold Options



Search Criteria

Specify the site that you want to search and the search terms related to the hold. You can specify complex searches using the keyword syntax. You also can preview the results before adding them to hold.

Local Hold Or Export

If your organization’s policy allows this repository to store held content, you can keep the relevant content in place. Otherwise, documents can be copied to another repository. The destination location list is populated with all valid Document and Records Center locations as configured by the administrator.

Relevant Hold

Specify the hold to which the items should be subject. If the items will be kept in place, this list is populated based on the holds defined for this site and all parent sites. Otherwise, the list is populated with the valid holds for the destination location selected previously.

When you have selected these options, click Preview Results to view the content that will be placed on hold. If you are satisfied with the results, click Add Results To Hold at the bottom of the page. You will then receive a confirmation that the operation was scheduled, and you will receive an e-mail message notifying you when the items listed are added to the hold.

Viewing Hold Reports

After you have a hold configured and have added items to the hold, a report will be generated that includes information such as the items on hold and the search queries that have been performed for the hold. To view these reports, visit the target site, click the Site Actions icon on the Ribbon, and then select Site Settings. Click the Hold Reports link in the Hold And eDiscovery section. This will take you to the Holds Reports list, where the available reports will be grouped by hold.

1.20 Retention

SharePoint 2010 provides a robust set of features to define specific policies to manage information. This section will expand on the IM Policy discussion and explore features included with SharePoint 2010 that provide added flexibility while configuring the system for retention. For example, you cannot configure separate retention schedules for record and non-record content. Additionally, retention schedules can be multistaged with recurrence, providing you with the capability to define complex retention and expiration scenarios.

Library-Based Retention

You can use Information Management Policy to set up retention and expiration schedules by content type. Library-based retention policy allows you to set retention and expiration schedules either collectively for the entire library or by individual folder. A new File Plan Report gives you information about the containers in a site, enables you to manage containers, and explains how library-based retention and expiration is applied within the library.

To set up library-based retention, visit the library you want to configure, open the Library menu from the Ribbon, and select Library Settings. Click the Information Management Policy Settings link in the Permissions And Management section of the Library Settings page. By default, each library is set up to enforce the retention schedules set on its content types. To enable library-based retention, you will need to stop enforcing content type schedules and instead define a schedule for the library. To do this, click the Change Source link on the Information Management Policy Settings page and then select Library And Folders. It’s important to remember that by using site content types to manage retention, you maintain consistency with the site’s information policy. However, when you use library-based retention, the defined schedules will be enforced regardless of any schedule defined on the content types—content type schedules will be ignored when you select the library-based retention option.

After you have selected the Library And Folders option, a new Library Based Retention Schedule Settings area will appear. You may optionally enter a description for the new policy and set up one or many stages for the entire library, as shown in Figure 27.

Setting up a retention schedule for the entire library

Figure 27. Setting up a retention schedule for the entire library

When you have configured the policy for the base library, click OK. Then click the Change Source Or Configure The Library Schedule link to return to the Library Based Retention Schedule settings page. If you skip this step, any settings you specified for retention will not be saved.

To configure the retention for a specific folder within a library, click the folder within the Location To Configure tree view, which is located in the left pane on the Library Based Retention Schedule page. Each folder will provide options for inheriting the schedule from the parent library or folder, not expiring items, or defining its own retention schedule.

File Plan Report

After you have configured the retention schedule for the library and its folder, you should generate a file plan report for the library. You can do this by clicking the Generate File Plan Report for this library on the Folder Based Retention Schedule Settings page, or by clicking the Generate File Plan Report link on the Library Settings page. A file plan report is generated as a Microsoft Excel workbook and is broken down into three sections that are each represented as tabbed worksheet within the workbook.

The Summary worksheet includes information about the library such as the URL, folder count, item count, versioning settings, content approval settings, draft item security, and the source of the library’s retention schedule. It also presents information about whether any record content exists within the library, as well as if any items are on hold. Lastly, it contains a table of content types bound to the library and their associated information management policies, if applied.

The Retention Details worksheet includes information about the retention schedule applied within the library as well as any information about folder-based retention, if configured.

The Folder Details worksheet presents a detailed table of information about each folder present in the library including the path, number of items, if the folder has unique permissions, the retention schedule, any content organizer rules that route content to the folder, and a list of available content types for the folder.

Figure 28 shows an example of the Summary worksheet in a file plan report.

The Summary section of a file plan report

Figure 28. The Summary section of a file plan report


With the new features provided for records management in SharePoint 2010, you can scale records management to hundreds of millions of records across multiple site collections. This makes managing record content easier and more secure. The Content Organizer, with its ability to route content between site collections, allows you to move content in a more intelligent way to distribute the record load across multiple site collections. Content type syndication allows you to ensure that all of these site collections share the content types you specify.

Web Content Management

SharePoint 2010 includes new and improved features for Web content management that are designed to enhance both the authoring and publishing experience. Specifically, you will learn about the enhanced functionality provided by SharePoint 2010 in the following areas.

  • Accessibility and markup

  • Content query

  • Ratings

  • Folders

  • Page authoring

  • Themes and branding

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