Setting Up Records Management
Records management is a somewhat vague term, but in the SharePoint world it usually refers to a specific set of functionalities, and the concept of a “record” in this case is fairly specific. A record in SharePoint is a document or other element marked for special treatment (usually long-term, read-only storage) or redirected to a special site for long-term storage.
The Record Center site template, used to create sites to which items can be redirected, is covered in Lesson 37. In this lesson we examine how to declare items as records without moving them, and some of the special options that are available once an item has been declared a record.
Records in SharePoint 2010
Following are examples of reasons to declare items as records in SharePoint.
- The item should permanently retain its current status and be stored for the long term, so that even people with editing rights to a document cannot modify or delete it. A good example would be an invoice document that you would not want to change once the transaction is completed, even by accounting staff who would normally have edit rights on the item.
- The item should kick off a business process after some amount of time. For example, users may upload a request form to a library that another user is supposed to approve. If the document sits there for more than a week, you may want it automatically routed to someone for final approval.
- You want the item to eventually automatically delete. In addition ...