In this article we can explore the Records Management feature of SharePoint. I would like to reiterate that SharePoint 2010 contains:
· Document Management Features
· Record Management Features
What is a Record?
A Record is a piece of evidence and cannot be edited or deleted. A document can be converted into a Record.
Why we need Records Management?
This feature enables us to keep historical records of documents. We can store read only copies of records that can be used for information auditing. For example the Balance Sheet of year 2010 as a record document.
Additionally the retention policies can be applied to remove the records. For example delete the records greater than 10 years old.
What are the Record Management features of SharePoint?
Following are the Records Management features of SharePoint:
1. Records Center Site
2. In Place Records
3. Record Routing
4. Record Auditing
5. Record Retention Policy
6. Record Hold Policy
7. Metadata Support
Records Center Site
To start with Record Management features; we can create a new site from the Records Center site template. Choose Site Actions > New Site > Records Center template as shown below:
Now you will get the following site & document libraries.
You can use the Submit a Record
button on the right side to start submitting records.
To continue with Record Management features, we need to activate the In Place Records Management
feature from the Site Collection features.
Activate the above feature to continue.
One the above feature is activated you can see the following settings link inside the Site Actions page. (You need to go to the Top Level site to see it)
Click on the above highlighted link to see the following page;
In this page you can edit the following settings:
Record Restrictions: You can set Edit, Delete or Block both on the record libraries.
Record Declaration Availability: You can restrict the Declaration Availability. If you choose the first option a new Declare button will be available in all libraries and lists.
Declaration Rules: A record can be declared as well as undeclared. Choose the user type (Contributor, Administrator) who can perform this. In general a record can be declared by all users, but undeclaring is possible only through Administrator.
Choose the settings as highlighted and click the Ok button.
Declare as Record
Now we can try declaring a document as a Record. Open the Records Center site we created and click the Drop Off Library. Add a new document into the library and use the Check In option.
Now the document is checked in. Select the document and you should be seeing the Declare Record button in the toolbar.
You should be getting a confirmation prompt and click OK to continue. Now the document is declared as record. You can see that the Edit
buttons are disabled.
Undeclare as Record
In case if you wish to revert the Declartion, you can do so by using the Undeclare link in the Compliance Details
To achieve this select the Edit Control Menu of the record item and choose Compliance Details as shown below.
In the appearing dialog click on the Undeclare record link as shown below.
Confirm the dialog box and back in the site refresh the library. You can see the Delete button enabled again.Manage Records Center
You can use the Manage Records Center page to manage the records settings like:
1. Create Content Organization Rules
2. Discover and Hold Records
3. Generate Audit Report
In this article we have explored the Record Management features of SharePoint. In the real worlds scenario the historical documents can be handled as Records.