Add an information management policy to a content type

  • Article

Applies To: Office SharePoint Server 2007

This Office product will reach end of support on October 10, 2017. To stay supported, you will need to upgrade. For more information, see , Resources to help you upgrade your Office 2007 servers and clients.

 

Topic Last Modified: 2008-04-18

Add an information management policy to a content type when your document library is configured to hold multiple content types.

Note

You cannot specify an information management policy for a core content type. Core content types are installed when a site collection is created. You must create a content type that is derived from a core content type and apply an information management policy to the derived content type. For more information about content types, see Plan content types (Office SharePoint Server).

Important

Membership in the Owners group for the Records Center site is the minimum required to complete this procedure.

To add an information management policy to a content type

Use this procedure to add an information management policy to a content type.

Add an information management policy to a content type

  1. In the site, on the Site Actions menu, click Site Settings.

  2. On the Site Settings page, in the Galleries list, click Site content types.

  3. On the Site Content Type Gallery page, click the content type that you want to add an information management policy to.

  4. On the Site Content Type page, click Information management policy settings.

  5. Click Define a policy, and then click OK.

  6. On the Edit Policy page, type a description for the policy, and then write a brief policy statement that explains to users what the policy is for. A policy statement can be up to 512 characters.

    Note

     When a document that has a policy applied is opened in a 2007 Microsoft Office system client application, the policy statement associated with that policy is displayed in the client application.

  7. To add a policy feature to the information management policy, select one or more of the following options:

    • Labels

    • Auditing

    • Expiration

    • Barcodes

    Note

    Complete procedures for adding each of the above policy features are described in the following sections.

Add a Label policy feature to an information management policy

  1. On the Edit Policy page, in the Labels section, select the Enable Labels check box.

  2. To require users to insert a label before saving or printing a document, select Prompt users to insert a label before saving or printing a document.

  3. To prevent labels from being changed after they are added, select Prevent changes to labels after they are added.

  4. In the Label format box, type the text you want to appear on the label. You can use any combination of fixed text or document properties, except calculated or built-in properties such as a globally unique identifier (GUID) or CreatedBy. To start a new line, use the \n character sequence.

  5. Under Appearance, select a font, font size, font style, and justification.

  6. Under Label Size, type a label height in inches in the Height box and a label width in inches in the Width box.

  7. Under Preview, click Refresh to view your changes.

  8. Click OK.

Add an Auditing policy feature to an information management policy

  1. On the Edit Policy page, in the Auditing section, select Enable auditing, and then select the check boxes next to the events for which you want to keep an audit trail.

  2. Click OK.

    Note

    To view the audit logs, on the Site Collection Settings page, click Audit log reports, and then select the report to view.

Add an Expiration policy feature to an information management policy

  1. On the Edit Policy page, select the Enable Expiration check box.

  2. Select one of the following retention period options to specify when documents expire:

    • To set the expiration date based on a date property, select A time period based on the item's properties, and then select the action and the time period (days, months, or years). Type a value in the box between the lists to specify the time period.

    • To use a workflow to determine expiration, select Set programmatically.

  3. Define the action you want to happen when the document expires by doing one of the following:

    • To select a predefined action — for example, Delete — select Perform this action, and then select an action from the list.

    • To start an expiration workflow, select Start this workflow, and then select the name of the workflow.

  4. Click OK.

Add a Barcode policy feature to an information management policy

  1. On the Edit Policy page, in the Barcodes section, select the Enable Barcodes check box.

  2. For digital records, do not select Prompt users to insert a barcode before saving or printing. Inserting a barcode would alter the record.

  3. Click OK.

See Also

Concepts

Create content types for records
Create a new content type for records
Create a site column for records
Add a column to a content type for records
Add a workflow to a content type for records
Plan information management policies