Working with Records Center In Microsoft SharePoint

Working with Records Center In Microsoft SharePoint

SharePoint Records Center is intended to serve as a central repository in which an organization can store and manage its confidential documents. The Records Center supports the entire records management process, from records collection through records management to records disposition.

Features of the Record Center

  • Record Routing: The Records Center includes a Content Organizer that automatically routes incoming records (whether submitted automatically or manually) to the right destination, based on their record type. Content Organizer is enabled as a site feature which helps in automatically routing the incoming records to their destination
  • Auditing: This feature logs events and operations that are performed on files. Auditing is useful to record who is viewing and accessing information in the Records Center
  • Secure Vault: Records added to the record center are protected from tampering by versioning the changes and auditing them
  • Hold: Record center helps the organization to add the documents that are related to an ongoing legal proceeding on a Hold. This way, these documents will be protected from deletion even if an expiration policy has been set on the document. Once the legal formalities are completed, the hold can be removed, and expiration policy can be enacted upon it
  • Expiration: This specifies how long a record should be retained and what action should occur when the retention period ends, such as deletion or the initiation of a Disposition Approval workflow

Steps to create a Records Center

1: While creating new SharePoint site it provides a site template called the Records Center just like its predecessors to manage records.

2: Once the template is selected specify the site collection administrator and click on Create. This will create the Record Center Site as shown below.

3: It will also provide us two document libraries Drop Off Library and Record Library. Click on Manage Records Center option.

4: It will open Records management section. From here we can configure the Record Center by creating content types, creating record libraries, defining routing rules using content organizer, hold records, create file plan report and create audit report

Configure Send To connections for records management

A “Send To” connection specifies settings for a document repository or a records center. When one creates a “Send To” connection, Content Organizer can submit documents to the specified location.

To create a “Send To” connection, follow these steps.

1: Sign in to Office 365 with your account and go to the SharePoint Admin Center.

2: Select Records Management.

3: In the Send to Connections list select New Connection.

4: In the Display Name text box, type a name for this connection. Content Organizer displays this name as an option for users.

5: Send to URL is the submission point of the destination site. You can find the URL in the Settings page of the destination repository.

6: From the Send To Submission Points section of the Content Organizer Action list, select one of the option as required and add Explanation.

7: Click Add Connection to create the connection.

Create a content type for document routing to a Records Center

You can use content types in SharePoint to create specific types of documents. You can add site columns to content types to define metadata or properties for documents that are based on those content types. Before you begin, ensure that you have created a Records Center site in SharePoint. Steps are as follows.

  • Create a site content type for use on multiple SharePoint sites
    1. Navigate to the top-level site in the SharePoint site collection and select Site settings from the Settings
    2. Go to Site Content Types page and click Create.
    3. On the New Site Content Type page, create new content type with Document Content Types as the parent content type from drop-down list box, select Document from the Parent Content Type drop-down list box, leave Custom Content Types selected in the Existing group drop-down list box or you can create new group and then click OK.
    4. On the Site Content Type page under Columns, click Add from existing site columns and add columns as required.
  • Associate a SharePoint site content type with a document library
    1. Navigate to a site from which you will be moving documents to the SharePoint Records Center and create a document library.
    2. Go to the Advanced setting in library settings.
    3. On the Advanced Settings page, select the Yes option for Allow management of content types, and click OK.
    4. On the Settings page under Content Types, click Add from existing site content types.
    5. On the Add Content Types page, select newly created content type in top level site in the Available Site Content Types list box, click Add, and then click OK.
    6. Navigate to the document library and create new document with that content type.
  • Configure document routing in a SharePoint Records Center
    1. Navigate to the SharePoint Records Center. Create a SharePoint document library.
    2. Associate the same content type with the SharePoint document library you just created.
    3. Go to the Manage Records Center from the Settings menu and click Create content organizer rules.
    4. Click new item and assign name the new rule.
    5. Select Custom Content Types or the Content type group created from the Group drop-down list box.
    6. Select content type from the Type drop-down list box.
    7. Select property to compare if any and select operator to compare.
    8. Type the URL of the SharePoint document library earlier created to which you want to send documents and click OK.

After you have set up the content organizer rule in the SharePoint Records Center you can add retention policies to content types in document library or you can manually move the document to Records center.

Written by – Suraj Kashid

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