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Configuring an active document site for records management

SharePoint 2007

Updated: March 28, 2008

Applies To: Office SharePoint Server 2007

Updated: 2008-03-28

After you develop a file plan and create the Records Center site, you configure the active document sites in your organization so that records can be automatically or manually moved to the Records Center site. Your solution for moving a document to a Records Center site will often include the implementation of a custom workflow. For information about creating custom workflows, see the Microsoft Office SharePoint Server 2007 Software Development Kit (http://go.microsoft.com/fwlink/?LinkId=71218&clcid=0x409)

Tasks for configuring an active document site for records management

Configuring an active document site for records management is done by performing the following tasks:

  • Prepare a server farm to send records to a Records Center site. A server farm that is running Office SharePoint Server 2007 can connect to a single Records Center site. When a farm is connected to a Records Center site, records (documents and other items) can be submitted to the Records Center site from the Office SharePoint Server 2007 user interface or by using a custom solution, such as a workflow.

  • Configure workflows for transporting records. Although site users can manually send records to a Records Center site, it is often necessary to follow an official business process before an item can become a record. For example, a document may need to go through an approval process before it can be submitted to the Records Center. In Office SharePoint Server 2007, you can configure workflows to accommodate these business processes.

  • Create content types for active documents. A content type defines the attributes, such as metadata, information management policies, workflows, templates, and other features, of items that belong to that type. By assigning content types to active documents that will become records, you can define the following attributes of the document in a reusable way:

    • The metadata to retain.

    • The workflow to use to move documents of that type to the Records Center site.

    • The actions on documents of that type that should be audited.

    • The schedule and method for expiring documents of that type from the active documents site.

  • Configuring an Exchange Server 2007 e-mail server to send records to a Records Center site. Microsoft Exchange 2007 includes features that support the goals of records managers and corporate compliance officers. Because the Exchange 2007 features that support records management were designed to easily integrate with the records management features of Office SharePoint Server 2007, e-mail messages can be sent to Office SharePoint Server 2007 and stored as records where you can manage their retention, classification and expiration from a central location.

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