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Records Management for Microsoft Office SharePoint Server

  • November 21, 2008
  • By Gustavo Velez
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  1. If necessary, add columns to the new Content Type. From the configuration window of the Content Type, go to "Information management policy settings", select "Use a site collection policy", and click the Policy from Number 4.
  2. Go back to the Site and generate a Document Library ("Documents to register" in the example). Use all the default options.
  3. From the Library main page, go to "Settings" – "Document library settings" – "Advanced settings" and select "Allow management of content types".
  4. Return to the Library configuration window, select "Add from existing site content types" under the Content Types section; in the "Available Site Content Types" List Box, search for the created Content Type ("Notary Documents" in the example) and add it to the List of Types to use. In a similar way, select the Content Type "Document" (created by default) and delete it from the Library, so that the "Notary Documents" Content Type is the only remaining Type.
  5. Finally, to configure the Records Center from Number 2, create a new Library in the Center to save the records from the working Library. For the example, a new "Notary Center" has been created using all the default options of the Library.
  6. Go back to the main window of the Records Center, open the "Record Routing" Library, and create a new item. In "Title", use the name of the Content Type created in Number 4 ("Notary Documents"); this field signals the Records Center that all the documents created using the configured Content Type are saved in this Library. In "Location", write the name of the Library where the documents will be routed; in the sample, it is "Notary Center".


  7. Click here for a larger image.

    Figure 3: Configuration of the Records Center

Use of the Records Center; Suspensions

At this stage in the process, SharePoint is configured to save the documents created in Libraries that use the "Notary Documents" Content Type in the "Notary Center" Library of the Records Center. Go back to the Library created in Number 7 (Library "Documents to register") and create a new document. In the context menu of the document, a link appears to "The Records Center" under "Send to".



Click here for a larger image.

Figure 4: Send a document to the Records Center

After a couple of seconds, SharePoint indicates that the operation was successfully completed, or if there has been an error, a message appears with the error type. By viewing the Records Center with an Administrator Account, it is possible to see that in the configured Library there is a new folder containing a copy of the sent document with extra characters at the end of the document name indicating that it's 'unique'; in case the same document is resent, this document will receive different extra characters to distinguish it from the 'original' item. There is also a sub-folder called "Properties" that contains an XML document with the same name as the main document containing all the configurations of the original Library and Document.

If for any reason a document needs to be placed 'on hold or frozen,' there is a special Library in the Records Center called the "Holds List". Documents set on hold are unavailable until the item is no longer managed by any holds; a document can be fastened by more than one hold. To 'freeze' a document, create a new item in the Holds List (called "Suspension for Notary Documents" in the example), indicating a Description and one or more administrators as deemed necessary. From the Library that contains the managed documents, go to the document to be suspended (directly from the document; folders can't be suspended) and from the context menu select "Holds administration" and select the created suspension item.

In a similar way, a suspension can be eliminated; in the Library page, it is possible to view the "Hold state". By selecting a specific suspension item from the Holds List, it's possible to examine all the reports related to the suspended documents.

Programming the Records Center Employing the MOSS API

The SharePoint API and its WebServices can be used to work programmatically with the Records Center. The MOSS Object Model has six Libraries—Microsoft.Office.RecordsManagement.Holds, InformationPolicy, PolicyFeatures, RecordsRepository, Reporting, and SearchAndProcess—that have the Classes necessary to interact with the Records Center.

Arguably, the central function of the Object Model in the Records Center is to send documents programmatically and to hold and un-hold them. These documents can be used, for example, in WorkFlows and Event Handlers in Libraries.


Tags: API



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