Rez's SharePoint Blog Spot

Overview

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

• 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:

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

• 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

• 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