SharePoint 2010 : Implementing and Configuring a Records Center (part 2)

3/31/2011 11:21:40 AM

3. Creating Records Libraries

Record libraries serve as the storage locations for files in the Records Center. Each library can hold one type of file or many different types depending on how you want to group files for browsing and navigation. Files will be automatically routed into the records libraries based on the locations you configure in the Content Organizer list. In SharePoint 2010, you can create folders within records libraries, and they can be used as destination locations in the Content Organizer rules. Folders can be created automatically based on property values associated with the documents being routed, allowing the routing not to be based solely on content type as it was in SharePoint Server 2007.

When using the records library template to create a library in the Records Center, major versioning is automatically turned on for you. You can customize this after the library is created to remove the major versioning, or you can choose to enable major and minor versioning.

4. Defining Required Metadata

While planning what records libraries you need to create, consider what types of metadata you will want to track for the documents that are stored in each library. If there are columns of data already associated with the document in the source site, you will want to create the same columns on the destination records library in the Records Center. Otherwise, the metadata will be copied into the library but it will not be accessible through the website pages. You can also create additional columns in the records library to track metadata that is required by your file plan but was not present on the original document. For example, you may want to assign a tracking number to the file that is generated by an external document tracking system. The user would then be prompted for this number when she sends the document to the repository.

When a document is submitted to the Records Center, the Content Organizer rules are queried to determine which document library the file should be routed to, based on content type, document properties, and priority settings of the rules that are applicable to that document. That library is then queried to retrieve a list of columns that constitute the metadata that will be associated with the file. Existing document metadata that matches columns in the document library is automatically promoted and stored in the library columns. If there are metadata columns that are not already populated with data, then the user is presented with the Missing Properties page to provide the missing values. If the user fails to provide any required values or cancels the Missing Properties page, then the file is still copied to the Records Center, but it is placed in the Drop Off Library.

5. Applying Information Management Policies

Each of the records libraries will have information management policies applied to them to enforce the file plan distributed earlier. By default, each policy feature can have four configurable options. You can either apply one policy for the entire records library or, if you configure the records library to allow multiple content types, then you can apply a separate policy to each content type.

6. Creating Content Organizer Rules

At this point, you want to create the Content Organizer rules based on either content types or metadata to control where the document will reside in the Records Center. If you are specifying more than one property to determine where to route the document, all property values must be met to ensure proper routing. If you are using content types, you can define what library you want to receive the document. Regardless of what rules are used to route the document, all the records library information management policies are applied to the document after it is placed in the records library.

7. Creating a Farm Level Send To Option

The Send To function can be defined at two locations in the graphical user interface (GUI)—you can use either the advanced properties of a document library or the farm level configuration in SharePoint 2010 Central Administration.

The advantage of configuring Send To locations in Central Administration is that after you create them there, they are available to users in every site in a Web application in the farm, thus making it easy to deploy the central Records Center Send To location, regardless of where you use the Send To definitions. Another advantage of defining the Send To location in Central Administration is that you can now configure multiple Send To locations, which is useful in a company that has multiple Records Centers.

To configure the farm level Send To locations, go to SharePoint 2010 Central Administration, General Application Settings, External Service Connections, and select Configure Send To Connections to display the Configure Send To Connections page shown in Figure 5.

Figure 5. Creating a Send To Location in Central Administration

On the Configure Send To Connections page, choose the Web application where the Send To connection will reside and choose whether you want to allow sites within the Web application to be able to send items outside of the site.

When creating the connection, you must specify the URL of the Records Center with the addition of Officialfile.asmx. For example, if a Records Center is created in the RC subsite for the Web application called http://App01/RC, you would specify the following URL: http://App01/RC/_vti_bin/officialfile.asmx.

You also need to specify a user-friendly name in the name field; this is what users will see when they select the document in the library. Naming conventions are very important when creating multiple Send To locations that are available to users throughout the farm and when using the locally configured Send To locations.

You can also choose if you want to allow the manual use of Send To for the Records Center. You would leave this checked unless your approach for official files is to have the process automated by a workflow.

Finally, you choose what to do with the item being sent to the Records Center using one of the following three options:

  • Copy

  • Move

  • Move And Leave A Link

After completing these options, click OK to create the Send To connection. You can visit this screen at any point to update or remove any configured Send To connections.

8. Placing a Hold on Records

One of the most important aspects of a records management system is how easily it allows records managers to identify and mark documents that are required for an investigation, audit, or in response to litigation that involves the organization. For example, a financial audit might require a company to produce all documents pertaining to the financial state of the organization for the past five fiscal years. If the policy applying to those documents had set them to expire and be deleted after five years, then it is possible that some of the required documents would be purged while the audit is occurring. This would hamper the audit and possibly result in fines and penalties for the organization.

The Records Center site contains a Holds option that is used to place policy locks on sets of documents in the Records Center, preventing them from expiring or being deleted while on hold. When an item is placed on hold, all automated expiration policies are suspended for that item and users are prevented from deleting the item. Creating a hold involves creating a new item in the Holds list, which can be completed by performing a search using the Search And Add To Hold page shown in Figure 6.

Alternatively, you can also locate the record in the Records Center, hover over the title of the document until you see an arrow, and then click Compliance Details to present the Compliance Details page shown in Figure 7. Click the Add/Remove From Hold link and specify the name of the hold. Conversely, you can use these same steps to remove the hold; instead of adding it to a hold, you can choose to remove it from a hold that was previously applied.

To view items that are on hold, you can access the Hold Reports under Holds And eDiscovery in the Site Settings section of the Records Center. This is also another place that you can place items on hold; simply click Holds and then add an item to the Holds list.

Figure 6. Search And Add To Hold page

Figure 7. Compliance Details page

Other -----------------
- SharePoint 2010 : Implementing and Configuring a Records Center (part 1) - Creating and Managing a Content Type & Creating the Records Center
- SharePoint 2010 : Implementing and Configuring Information Management Policies (part 3) - Viewing Information Management Usage Reports
- SharePoint 2010 : Implementing and Configuring Information Management Policies (part 2) - Generating Information Management Policy Usage Reports
- SharePoint 2010 : Implementing and Configuring Information Management Policies (part 1) - Defining a Retention Policy
- SharePoint 2010 : Introducing Records Management and Information Management Policies
- Topologies for SharePoint 2010
- SharePoint 2010 : Publishing Service Applications to Remote Farms
- SharePoint 2010 : Configuring Service Applications (part 5) - Publishing Service Applications
- SharePoint 2010 : Configuring Service Applications (part 4) - Modifying the Service Applications in the Default Application Proxy Group
- SharePoint 2010 : Configuring Service Applications (part 3) - Modifying the Application Pool of a Deployed Service Application
- SharePoint 2010 : Configuring Service Applications (part 2) - Creating a New Instance of a Service Application
- SharePoint 2010 : Configuring Service Applications (part 1) - Creating a Custom Application Proxy Group for a Web Application
- SharePoint 2010 : Scaling Out a SharePoint Farm - Identifying a Logical Location of Services on Servers
- SharePoint 2010 : Scaling Service Applications Architecture
- SharePoint 2010 : Scaling Out a SharePoint Farm - Services Federation (part 2)
- SharePoint 2010 : Scaling Out a SharePoint Farm - Services Federation (part 1)
- Performing Administrative Tasks Using Central Administration (part 28) - Content Deployment
- Performing Administrative Tasks Using Central Administration (part 27) - Search
- Performing Administrative Tasks Using Central Administration (part 26) - External Service Connections
- Performing Administrative Tasks Using Central Administration (part 25) - Upgrade and Migration
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