I am about to user all the records management features in SharePoint to set up a record archive to move docs and list items from my project site to records center for disposition. Here are all the things I did for my first time trying this out.
Create a Records Center first, documents that are added go to the “Drop Off Library” and then moved to the correct library/folder according to the rules added by the records manager. Records can be added manually or can come in from other sites and site collections. You need to activate the “In Place Records Management” feature on the Site Collection level to fully take advantage of the Records Center. The feature has to be activated to mark incoming documents as records. The Content Organizer uses Content Types (and related metadata) as criteria for where to move incoming documents.
Create libraries for storing Records in Records Center
When documents are submitted, the Content Organizer will move any documents related to the Content Type into the a library based on a rule you configure. You can create as many libraries/folders and content organizer rules you need to best control your records. Go to Library Settings and enable “Automatically Declaration”. Now, all documents added to the library are automatically flagged as records. Added rules by selecting: Site Settings / Site Administration / Content Organizer Rules. The target library must have the corresponding Content Type enabled.
Retention Schedule is, per default, enforced on the Content Types, but it is possible to define retention schedules on library/folder level too. Go to Content type settings and click “Information management policy settings”, check the “Enable Retention” and was given the choice of running different retention schedules on Non-Records and Records. Choose different retention schedule, and click “Add a retention stage for records and hoose different actions when the event fires to suit. It’s possible to add multiple actions, and each stage will occur one after the other in the order they appear on the page:
Retention schedule using Library/folder
Retention schedules are possible to configure directly on a document library under “Document Library Settings > “Permission and Management” choose “Information management policy settings”. Change the source of retention by clicking on the “Change source”. When choosing a different source a message will pop up, that basically says that you’re overriding the retention schedule at the Content Type level. Documents can be declared as records in place before moving to records center either manually or automatically.
Manual record declaration
Can be configured on Site Collection level and overridden in each document library. In Site Collection settings you have many options on how declarations of records could be done. When Record Declaration Availability is set to “Available in all location by default”, a new icon appears on the Ribbon called Declare Record. A document will get a padlock added to its icon when declared as a record. Automatically declarations of records is possible by checking the “Automatic Declaration” option in the document library settings.
Registered destination locations (ie move docs from Projects to Records Center)
There is an Information Management Policy – Retention to configure "Send to another location" upon reaching a stage. But first enable the "Content Organizer" feature at the Site Level (NOT Site Collection). Go into central admin > General Application Settings and then select "Configure Send to Connections" . From here set up a new send to connection to your destination records center, I set move and leave a link. Using other rules and that is mostly using Content Types, you can route the document to the right library instead of letting it stay in the Drop off Library .
Configure the "Custom Send To Destination" Send To URL at List/Library Level?
Go to Advanced Settings of the list, Type the name and URL for a custom Send To destination that you want to appear on the context menu for this list. It is recommended that you choose a short name for the destination. For fun I am going to use drop off Library.
Configure folder based retention in Records Center (basically your file plan)
Add some folders to your Library. Go to Library Settings > Information management policy settings > Change Source > Libraries and Folders > Select one of your folders and choose Define Retention Stage > Add a retention stage for records > Select appropriate settings for your disposition needs. Note, if you rename the folder after rule is created, then you need to recreate the rules again.
Configure Content Organizer and Incoming Email
From Site Stettings > Content Organizer Settings > Sending to Another Site > check the box Allow rules… Then at bottom > Configure the organizer’s incoming email settings. choose your setting and click ok. Here are mine. Now maybe all content in my project site will move to records center per rules in content types, content organizer rules etc. lets try this out.
Name: Submitted E-mail Records
Web Address: http://bp.rlan.ca/sites/projects/Lists/Submitted E-mail Records/AllItems.aspx
Description: This list is used by the router to temporarily store received e-mail records
E-Mail Address: recordscenter99@AD7.RLAN.CA
Set up a Content Organizer rule
We want to move all content from Projects Content Organizer to Records Center Content Organizer. From Site Settings > Content Organizer Rules. Give a name, priority, content type and under Target Location, choose the Registered location in the pick list that we set up earlier.
Challenges with all of this
One thing I did notice was that when the file was transferred to dropoff library, the metadata was not.
it would be nice to also create a link in the file plan to all documents declared as a record in place. Otherwise, what’s the point of a central file plan if it doesn’t contain all records??
How does an auditor see all documents that are records, can they be put on hold, etc.?
Do I have to create content types for each record type in the Records Library.
I need to be able to declare a list item a record, and possibly un-declare it as well. I’ve successfully created a workflow to declare it, but I cant un-declare it. How?
Is there any way to apply a retention policy to all site collections in a farm