Records Management is one of the very important aspects of SharePoint 2010 along with document management. Retention can be set either on content types or on folders depending on business case. In this post, I will explain how to set retention on any SharePoint library.
To start with applying retention to your library items, let us create a content type and then we will apply the retention to the content type which will drive the documents throughout their life cycle.
Now that we have our content type ready, document is in the library with valid value in the metadata field, we can proceed to apply retention to the content type.
Step 1: Click on Library Settings > Information management policy settings (under Permissions and Management)
Step 2: You can see the Vouchers content type listed along with the by default Folder content type. Click on Vouchers content type.
Step 3: Check the Enable Retention check box and click on Add a retention stage
Step 4: To trigger off the retention, our custom column (Voucher Date) which we added while creating the content type will be listed here. Select Voucher Date from dropdown and put 2 years (for the sake of this post). This is where you will put in your business case and fill in the value you want.
Step 5: Once we selected the Voucher Date and entered the number of years, now it’s time to select the kind of action we would want to perform on the item. The Action dropdown will list the available actions to choose from.
Let us declare the item as record after 2 years (for sake of this post).
Select Declare Record and click on OK.
Now you will be directed to the previous page with your event described as below. If you want you can add another stage of retention based on your organisation policy. For example, you would want to delete the item after keeping it for another 5 years after you have declared as a record. So you can add another stage here. Also, you may want to send the record to Record Centre after certain period, you can add that here by adding a new stage.
And we are done. We have now successfully applied retention to our content type.
You can follow the similar way to apply retention to any folder; the process is exactly the same, so I am not mentioning it in my post.
The SharePoint job which works in background to make the retention work is Information management policy job and Expiration policy job. They can be scheduled as per your organization policy going into the Central Administration > Monitoring > Review job definitions (under Timer jobs).