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Creating a site to manage records

Office 2007

Updated: August 28, 2008

Applies To: Office SharePoint Server 2007

Updated: 2008-08-28

To manage records in Microsoft Office SharePoint Server 2007, you plan and implement a Records Center site. A Records Center site is similar to other SharePoint sites. However, it is based on the Records Center site template and contains features that you can use to implement a file plan and manage records while they are being retained. You can set up a Records Center site, for example, to control financial information for your organization in accordance with the Sarbanes-Oxley Act. For a description of steps to help you plan a Records Center site, see Design the Records Center site (Office SharePoint Server).

NoteNote:

If you are required to run your records management system in a DoD 5015.2 Chapter 2 certified state, a DoD 5015.2 Resource Kit (http://go.microsoft.com/fwlink/?LinkId=126649) is now available for download.

Tasks for creating a site to manage records

Creating a site to manage records is done by completing the following tasks:

  • Create a Records Center site. Create a Records Center site as the top-level site in a dedicated Web application.

  • Configure workflows for managing records. Workflows are useful for managing records in the Records Center site. For example, a custom workflow could be implemented that notifies the relevant record manager when records are due for a review.

  • Create information management policies for records. By defining information management policies, you can help ensure that each type of record in your file plan is consistently audited and retained for the correct period of time. Other information management policies, such as barcodes, may also be relevant for some of your record types.

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

    • The record's metadata to retain.

    • The workflows to make available for records of that type.

    • The information management policies that apply to records of that type. These policies should be set directly on the content type instead of the site collection.

  • Create document libraries for retaining records. Document libraries provide the storage for records in the Records Center site. When using records routing, the recommended approach to planning document libraries for records retention is to create a document library for each type of record in your file plan.

  • Manage Records Center permissions. Use Records Center permissions to control access to the records in your Records Center site as well as default lists.

  • Configure the Records Routing list. The record routing list is a table in the Records Center site that lists each type of record that might be submitted to the Records Center site and specifies the library in which to store it. You configure the Records Routing list to control the distribution of each type of record in your Records Center to the appropriate document library.

See Also

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