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SharePoint 2010 In Place Records Management
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SharePoint 2010 In Place Records Management

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In Place Records Management is a new feature in SharePoint 2010. Now, instead of sending a Record to the Records Center, users can declare a record In Place and have all of the informational …

In Place Records Management is a new feature in SharePoint 2010. Now, instead of sending a Record to the Records Center, users can declare a record In Place and have all of the informational management policies applied to it automatically.

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  • Extensibility - Only allows copying of records to Records CenterScalability - One Records Center per farmFlexibility - No distributed content types or metadataInflexible Routing rules
  • Site Collection FeatureSite Collection Record Declaration SettingsList Level Record Declaration SettingsDeclaring a record
  • Create a new Content TypeAdd metadata to content typeAdd content type to document libraryAdd information management policy retention policy on content type
  • Show CAML queryShow Managed Metadata fieldsShow Search Query
  • For 1. Content Database separation, Might have to keep an entire site because there is 1 declared record in it
  • Transcript

    • 1. In Place Records Management
    • 2.    twitter: @nkhamis blog: Rez’s SharePoint Blog Spot - http://www.khamis.net     
    • 3. 
    • 4. source: http://www.khamis.net/blog/Lists/Posts/Post.aspx?ID=32
    • 5. More Info:http://www.khamis.net/blog/Lists/Posts/Post.aspx?ID=32
    • 6. In Place Records Overview
    • 7. Records Center In PlaceOrganizing Records Automatically routes to site or library via new content organizer Loosely and flexibly organizedSecuring Records Full control on who can view, edit & delete Permissions can’t change but can restrict editing and deletingLocating Records All in one location Spread across your farmVersioning Records Each version must be explicitly sent Automatically assumes all versionsFinding Records without leaving Not automatic, as requires a query but there is the new option of Automaticyour collaboration site leaving a short-cut to the recordUntidiness with Records vs. non Not a problem, only records here Mix of both here but can create viewsRecordsAuditing Enabled Depends on parent siteeDiscovery Records only Records and non-RecordsAdmin Security Records Manager Site AdminsNumber of Sites Extra Records Center sites to manage Fewer Sites to manageScalability Reduces size of team sites and can expand Records Center site Greater database and site collection size collections into separate databasesManagement Separate site or farm needed No additional site neededStorage and Backup Can be stored and backed up in separate databases Same database as other documentsDocument Sets Allowed Not supported source: http://technet.microsoft.com/en-us/library/ee424394.aspx
    • 8. Record Record Type Responsible Event Retention Period OfficiaCode Department l Versio nFIN01 Accounts Payable FINANCE AND Declared Date + 3 May contain: ACCOUNTING (Delete Versions) Employee Expense Reports Declared Date + 5 Invoices (Delete Purchase Orders Permanently) Receipts Requisitions Vendor and Supplier Invoices Vendor Setup Vouchers for Payments
    • 9. Title Hold and Record Status Internal Name _vti_ItemHoldRecordStatus GUID 3AFCC5C7-C6EF-44f8-9479-3561D72F9E8E FieldId HoldRecordStatus Hidden True Type Double Title Declared Record Internal Name _vti_ItemDeclaredRecord GUID f9a44731-84eb-43a4-9973-cd2953ad8646 FieldId DeclaredRecord Hidden False Type DateTimesource: http://blog.randomdust.com/index.php/2011/11/create-a-record-search-center/
    • 10. using (var site = new SPSite(siteUrl)){ using (var rootWeb = site.OpenWeb()) { var recordsViewerList = rootWeb.Lists.TryGetList(RECORDS_LIST_TITLE); Microsoft.Office.RecordsManagement.RecordsRepository.Records.ConfigureListForAutoDeclaration(recordsViewerList, true); recordsViewerList.Update(); }} source: http://msdn.microsoft.com/en-us/library/microsoft.office.recordsmanagement.recordsrepository.records.configurelistforautodeclaration.aspx
    • 11. <Schedules nextStageId="2"> <Schedule type="Default"> <stages> <data stageId="1" recur="true" offset="1" unit="years"> <formula id="Microsoft.Office.RecordsManagement.PolicyFeatures.Expiration.Formula.BuiltIn" > <number>6</number> <property>Created</property> <period>days</period> </formula> <action type="action" id="Microsoft.Office.RecordsManagement.PolicyFeatures.Expiration.Action.DeletePreviousVersions" /> </data> </stages> </Schedule></Schedules> source: http://msdn.microsoft.com/en-us/library/ms550597
    • 12. source: http://sp2010inplacerecords.codeplex.com/
    • 13. EnterpriseStandard
    • 14. REGISTER NOW! www.sharepointconference.comJoin us in LasVegas forSharePoint Don’t miss this Engage with theConference opportunity to community2012! join us in LasGive yourself a Vegas at thecompetitive edge Mandalay Bay Share insightsand get the insidescoop about November 12-15SharePoint 15 while Learn aboutlearning how to what’s coming next, from thebetter use people who built theSharePoint 2010 product

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