Records Management features in SharePoint 2010: Part 4 – In-Place Records Management

Records Management features in SharePoint 2010: Part 4 – In-Place Records Management

Overview

  • A new capability in SharePoint 2010  is In-Place Records management
  • Instead of moving a document to a specific SharePoint Records Center in order to declare it a record, a document can be declared and handled as a record within site it was created in
  • After having declared the document as a record, the document can now have policies and restrictions different from when it was just a document in the site
  • Policies can be added either to the Content Types or directly on the document libraries
  • Documents can be declared as records either manually or automatically
  • Manual record declaration can be configured at the Site Collection level and overridden in each document library within the site
  • Activated as a Site Collection Feature:
    • Enable-SPFeature -id InPlaceRecords -url “<site collection url>”

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  • Site Collection settings for Records Declaration allow blocking delete & edit of documents
  • Also allow security settings to allow declarations of records by role

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  • When Record Declaration Availability is set to “Available in all locations by default”, a new icon appears on the Ribbon which allows the user to select a document and declare/un-declare a record:

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  • A document will get a padlock added to its icon when declared as a record:

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  • You can also override the record declaration availability on the document library level
  • Automatic declarations of records within document libraries is possible by checking the “Automatic Declaration” option in the document library settings

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  • API Reference – (Microsoft.Office.RecordsManagement.RecordsRepository Namespace –> IRecordDeclarationHandler Interface) – Note: I haven’t tested this yet….
class DeclarationFilter : IRecordDeclarationHandler, IRecordUndeclarationHandler
{
    RecordOperationResult IRecordDeclarationHandler.OnDeclare(SPListItem item)
    {
        // checks if item is marked as "_do_not_declare_record"
        if (CheckRecordFilterProperty(item, PROPERTY_DO_NOT_DECLARE))
        {
            // item mared as "_do_not_declare_record", cancel processing
            return RecordOperationResult.CancelRecordProcessing;
        }
        else
        {
            // continue with default processing
            return RecordOperationResult.ContinueRecordProcessing;
        }
    }
    RecordOperationResult IRecordUndeclarationHandler.OnUndeclare(SPListItem item)
    {
        // checks if item is marked as "_do_not_undeclare_record"
        if (CheckRecordFilterProperty(item, PROPERTY_DO_NOT_UNDECLARE))
        {
            // item mared as "_do_not_undeclare_record", cancel processing
            return RecordOperationResult.CancelRecordProcessing;
        }
        else
        {
            // continue with default processing
            return RecordOperationResult.ContinueRecordProcessing;
        }
    }
}

So why use In-Place Records Management?

  • Don’t need to route everything to Records Center’s anymore, can have declared records across the organization in different SharePoint repositories
  • Company wants certain documents and wiki’s to be declared as records but without moving them to a Records Center
  • Current Records center is getting close to the recommended content database size limit and, scalability is becoming an issue as the company does not have resources to invest in a second Records Center at this point of time

The complete list of this series can be seen by the following links:

1. Introduction
2. Document IDs
3. Managed Metadata Service (Term Store)
4. In-Place Records Declarations
5. Site Collection Auditing
6. Content Organizer
7. Compliance Details
8. Hold and eDiscovery
9. Content Type Publishing Hubs
10. Multi-Level Retention
11. Virtual folders and metadata based navigation
12. Scaling
13. Send To…
14. Document Sets

References

http://blogs.msdn.com/mcsnoiwb/archive/2009/11/05/sharepoint-2010-records-management.aspx

http://aiim.typepad.com/aiim_blog/2010/02/sharepoint.html

http://msdn.microsoft.com/en-us/library/microsoft.office.recordsmanagement.recordsrepository.irecorddeclarationhandler(office.14).aspx

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