Zlatan's Blog [MVP SharePoint]

Doing Records Management in SharePoint 2007 Part 2 (Creating a Records Repository and Configuring the Retention Schedules)

Continuing from my last post, this where we venture into the world cool yet strict world of Records Management in SharePoint 2007.

The following describes common steps that you would need to take to set up the Records Repository. Remember, we’re using typical SA government example for setting up the File Plan, hence why it would differ in some ways from Virtual Lab example on doing Records Management from Microsoft (MSDN Virtual Lab http://msevents.microsoft.com/CUI/WebCastEventDetails.aspx?EventID=1032331570&EventCategory=3&culture=en-US&CountryCode=US or TechNet Virtual Lab http://msevents.microsoft.com/CUI/WebCastEventDetails.aspx?EventID=1032331567&EventCategory=3&culture=en-US&CountryCode=US).

1.       In the Site Actions menu of your SharePoint 2007 instance, select Create Site.

 

2.       Use the following settings (suggested sample info) for the New SharePoint Site page:

·         Title: Records Repository

·         Description: Records Repository for long-term management of records.

·         URL name: records

·         Template: Enterprise | Records Centre

3.       Click the Create button

4.       The Operation in Progress page appears.

 

5.       You have now created the Records Repository site.

 

6.       Now it comes to creating the File Plan. If you worked with the government you’ll be familiar with their Retention Policy and their naming conventions.

7.       Select Create from the Site Actions menu.

 

8.       On the Create Page, in the Libraries section, click Document Library.

 

9.       On the New Document Library page, enter A20 for Name, make sure you select None as a document template (NB: This is because you are most likely dealing with Multipage TIFFs or even more likely PDF/A which is PDF for Archiving) and click Create, accepting the defaults for the rest of the fields.

10.   Repeat the Document Library creation steps, creating a two more libraries named

·         D10 and D5

Click A20 on the Quick Launch bar 

11.   Click the arrow next to Settings, and then click Document Library Settings on the menu.

 

12.   On the Customize page, in the Permissions and Management section, click Information management policy settings.

 

13.   On the Policy Settings page of A20 Document Library, choose the option for Define a policy, and click OK.

 

14.   On the Edit Policy page, use the following values:

·         Administrative Description: Records will be retained for 20 years after their creation, and all actions of these files will be audited. (just an example)

·         Policy Statement: Records will be retained for 20 years after their creation, and all actions of these files will be audited. (just an example)

·         Check Enable Auditing

·         Check Opening or downloading documents, viewing items in lists, or viewing item properties

·         Check Editing items

·         Check Checking out or checking in items

·         Check Moving or copying items to another location in the site

·         Check Deleting or restoring items

·         Under The retention period is, click A time period based on the item’s properties.

·         Select Created + 20 years

·         Select Perform this action and Start this workflow option for the Approval for Archiving

 

15.   Click OK

16.   Your policy for this document library is now completely configured. The Settings page for the library is displayed.

17.   Return to the site homepage using the site breadcrumb.

18.   Repeat the steps above for the Document Libraries D5 and D10 just make sure to change the last two steps, second to last step should have values of 5 and 10 years respectively and the very last step should select Perform this action and Delete instead. (Change the Description in the first two steps as well)

19.   Return to the Records homepage, click Configure Record Routing from the Links section

 

20.   In the Record Routing page, click New

21.   On the New Item page, enter the appropriate information for the A20 record routing from the table below.

22.   Click OK

23.   Repeat for D10 and D5.

24.   Your Records Repository site is now completely configured and ready to receive content from other servers.