In this article Summary: Learn about records management and the records management planning process in SharePoint Server.
Top of Page Create a Records Center site We recommend that you create a Records Center as a top-level site collection, not as a subsite. To create a site collection, you must be a member of the Farm Administrators SharePoint group on the computer that is running the SharePoint Central Administration website.
Start SharePoint or Central Administration. For Windows Server R2: For Windows Server On the Central Administration website, in the Application Management section, click Create site collections.
On the Create Site Collection page, in the Web Application section, if the web application in which you want to create the site collection is not selected, click the down arrow.
On the Web Application menu, click Change Web Application, and then click the web application in which you want to create the site collection.
In the Title and Description section, type the title and description for the site collection.
In the Template Selection section, in the Select experience version list, select the SharePoint experience version of the templates that you want to use.
Select the experience version if you want the site collection to look and run like a site collection in SharePoint Server. A site collection that uses an earlier experience version runs in a later version of SharePoint, but the user interface and user experience of the site collection will reflect the earlier version.
A site collection that can be upgraded at any time to the latest experience version. In the Secondary Site Collection Administrator section, type the user name for the secondary administrator of the site collection.
Designating a secondary site collection administrator is a best practice to ensure that someone can manage the site collection when a primary site collection administrator is not present.
If you are using quotas to manage storage for site collections, in the Quota Template section, click a template in the Select a quota template list. Create libraries or lists to manage records Libraries and lists are important elements in records management.
They serve as file cabinets for each type of record you want to store or manage. Associating content types explained later to libraries and lists further helps categorize your records. We recommend that you create one document library or list for each content type in your records file plan.
Add an existing content type to a list or library When you add a content type to a list or library, you make it possible for that list or library to contain items of that type.
Top of Page Create and add site columns to lists, libraries or content types Columns help you group, categorize, and track records or other items. A site column defines an item of metadata that can be associated with a content type, list, or library. On the Site Columns page, click Create.
In the Group section, select the existing group in which to store the new site column or select New group to create a new group to store the column. Groups provide a way to organize columns and make it easier to find them.
In the Additional Column Settings section, select the additional column settings you want. The options available in this section differ depending on the type of column that you select in the Name and Type section. For example, if the type of information to store in a column is Choice, you can define the choices to enumerate in the Additional Column Settings section.
Add a site column to a content type for records From the home page of the Records Center site, click Settings, and then click Site Settings. In the Web Designer Galleries section, click Site content types. On the Site Content Types page, click the site content type that you want to configure.SharePoint , was supposed to be “records management ready,” but required users to put all their records in a separate area (the records center) to manage them.
Records management in SharePoint implications and issues Last updated 28 November Page 9 of 13 Without this records will be disposed of on an .
Feb 13, · The recman blog was a great way for the team to connect with records managers, IT professionals, and information architects and we'll be continuing that discussion for the SharePoint compliance features via the Enterprise Content Management (ECM) Team Blog.
Feb 23, · The SharePoint Users Group Live Meeting Brought to you by Protiviti SharePoint Solutions February 21, Presenter: Liam Cleary, SharePoint MVP More inform.
Nov 05, · SharePoint introduces new capabilities regarding Records Management. The most interesting feature, I think, is In-Place Records management (info at the end of this post) which makes it possible to declare documents as records without moving them to a Records Center.
Although SharePoint has improved as a record management solution it still introduces challenges to organizations that are heavily regulated by governments and governing bodies. For example, in the UK the Freedom of Information Act resulted in a working ‘Code or Practice’ governing how records need to managed.