Doing Records Management in SharePoint 2007 Part 3 (Sending Content from SharePoint Server 2007 to the Records Repository site)
So now you have to declare your electronic document as records and send them to your Records Repository. What to do now? Well let's configure the Connection to Records Repository setting first.
1. Go to the Central Administration site from the Start menu, point to All Programs, point to Administrative Tools, and then click SharePoint 3.0 Central Administration.
2. Click Application Management.
3. On the Application Management page, in the External Service Connections section, click Records repository.
4. On the Configure Connection to Records Repository page, set the values as follows:
5. Click OK.
6. You have now configured the SharePoint Web application to send files to the Records Repository site (which you created if you went through my earlier posts).
Note: When documents are sent to a Records Repository site from the Office SharePoint Server 2007 UI, the name of the document's content type is automatically passed as the Record Routing parameter, which will be used by the Records Repository site to determine how to route the file. This allows you to define content type templates for your organization for important types of documents, and then build corresponding record routing entries in your Records Repository site that define how all documents of that type should be routed.
Further on, we'll be configuring a document library that will send files to the Records Repository site that will match the A20, D5, and D10 record routing entry.
Next we'll create relevant site content.
7. Open a new web browser and wait for the portal home page to appear.
8. Choose Modify All Site Settings from the Site Settings flyout in the Site Actions menu.
9. Click on Site content types in the Galleries section.
10. Click Create
11. Use the following values:
- Name: A20
- Select parent content type from: Document Content Types
- Parent Content Type: Document
- Existing group: Document Content Types
12. Click Create
13. Repeat this two more times for Name values of D5 and D10 (every other option is the same).
Configure a source document library (this is a File Plan Document Library as shown in my first post about this subject).
14. In the File Plan document library, click the arrow next to Settings, and then click Document Library Settings on the menu.
15. On the Customize page, in the General Settings section, click Advanced Settings.
16. On the Advanced Settings page, in the Content Types section, under Allow management of content types, choose Yes.
17. Click OK.
18. In the Content Types section, click on Add from existing site content types.
19. Choose Document Content Types from the Select site content types from dropdown menu.
20. Highlight A20, D5, D10 and click the Add > button
21. Click OK
Now we proceed to add a new file using one of our brand new content types.
22. In the File Plan Document Library (on any folder level) click on Upload and select a document (any really, in this case I'm using a pdf file called "Legal File 1.pdf").
23. Click OK.
24. Next choose A20 (or D5, or D10) as the Document Type and click OK.
25. Type something meaningful into the Title field and click Save.
26. Return back to the File Plan document library (where you uploaded the file).
Next step will demonstrate sending the file to the Records Repository
Note: Now that we have done all of the provisioning work to configure Office SharePoint Server 2007, we finally come to the steps that real knowledge workers will take when sending content to the Records Repository site by using our UI.
27. Choose Send To and Central Records Repository from the menu for the document.
28. When the submission is complete you will be directed to a status page, click OK.
29. You will now be returned to the File Plan document library from which you submitted the file.
30. Verify that the document got to the Records site by opening the Records site and clicking A20 on the Quick Launch bar.
31. In the list view of the Contracts document library, note several important details:
- The document that we submitted has been placed into an auto-generated folder.
- The name of the document that we submitted has some additional characters appended to the end of it. These random characters are added to ensure that all files sent to the Records Repository site have a unique name, and thus will never overwrite other files in the Records Repository site.
- Modified property (Date/Time).
32. Choose View Properties from the drop down menu for the document
Note: Notice the Expiration Date (20yrs + Modified property Date value) for the item has automatically been set, based on the Expiration policy that you set on the D20 record type in my previous post (http://dotnet.org.za/zlatan/archive/2007/10/02/doing-records-management-in-sharepoint-2007-part-2-creating-a-records-repository-and-file-plan.aspx)
There you go, this is the last post of the series of three. I hope this helps you with your future implementations of SharePoint 2007 Records Management solutions.