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Create a Records Center site

SharePoint 2007

Updated: January 24, 2008

Applies To: Office SharePoint Server 2007

Updated: 2008-01-24

A Records Center site is a specialized type of Web site in Office SharePoint Server 2007 that enables you to manage the documents and other files that you need to keep as records. Office SharePoint Server 2007 includes a site template for creating a Records Center site that enables the following capabilities:

  • Information management policy enforcement   Management and tracking of actions taken on records can be configured as required.

  • Record routing   Records sent to the Records Center are automatically routed to the appropriate document library based on the record type and according to the entries in the record routing table.

  • Holds   Records managers can place holds on records when, because of legal requirements, documents need to be retained past their expiration date. For example, if your organization undergoes an internal audit or litigation, you can put the relevant records on hold to ensure that they are available until the audit or litigation is complete. A hold suspends the expiration policy for a record for the duration of the hold.

We recommend that you host Records Center sites on a separate Web application because so doing:

  • Helps to ensure that the records stored in the Records Center site will not be commingled with active documents in the database.

  • Ensures that the Records Center site does not inherit permissions or other security settings that might be present on existing Web applications. The Records Center site may need a higher level of security than other sites.

  • Enables you to optimize your backup schedule to meet your records management needs. Hosting the Record Center site on a separate Web application simplifies backup because each Web application uses a separate SQL Server database for storing data.

  • Enables you to schedule indexing at a different time than you schedule indexing on other sites on the server. Because the size of the Records Center can affect indexing performance, separately scheduling indexing of a Records Center can help prevent performance problems.

  • Provides the Records Center with a unique URL.

Task Requirements

Perform the following procedure to create a Records Center site on a separate Web application.

ImportantImportant:

Membership in the Farm Administrators SharePoint group is the minimum required to complete this procedure.

Create a Records Center site

  1. In Central Administration, click Application Management.

  2. On the Application Management page, in the SharePoint Web Application Management section, click Create or extend Web application.

  3. On the Create or Extend Web Application page, in the Adding a SharePoint Web Application section, click Create a new Web Application.

  4. On the Create New Web Application page, in the IIS Web Site section, select Create a new IIS web site, and then configure the following:

    1. In the Description box, type a description for the Web application.

    2. In the Port box, accept the given value or type a new value for the port the Web application will use.

    3. It is recommended that you leave the Host Header box empty. A host header is used for multiple Web sites that use the same IP address. This is not a recommended scenario in records management.

    4. In the Path box, accept the given path or type a new path.

  5. In the Security Configuration section, under Authentication provider, select either Negotiate (Kerberos) or NTLM.

  6. Under Allow Anonymous, select No. Anonymous access is not recommended in a records management context.

  7. Under Use Secure Sockets Layer (SSL), select either Yes or No.

    ImportantImportant:

    If you use SSL, you must add the appropriate certificate on each server by using IIS administration tools.

  8. In the Load Balanced URL section, in the URL box, type the URL that will be used to access the Web application. The URL should be in the format http://server name:port. If multiple zones have been configured on the server, you can optionally click a zone in the Zone list.

  9. We recommend that you create a new application pool for the Records Center site. In the Application Pool section, select Create a new application pool, and configure the following:

    1. In the Application pool name box, type the name of the new application pool.

    2. Under Select a security account for this application pool, select either Predefined or Configurable. If you select Predefined, click the security account to use in the corresponding list. If you select Configurable, type the account credentials in the User name and Password boxes.

  10. In the Database Name and Authentication section, under Database authentication, select one of the following:

    • Windows authentication (recommended)

    • SQL authentication

      Select this option if you have pre-created the database and want to use SQL authentication. If you select this option, type the account credentials in the Account and Password boxes.

  11. Click OK.

    The Web application is created.

  12. On the Application Created page, click the Create Site Collection link.

  13. 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 Change Web Application on the Web Application menu.

  14. In the Title box, type a title for the Records Center site. The title will be displayed on each page in the site.

  15. In the Description box, type a description of the site.

  16. In the Web Site Address section, do one of the following:

    • Specify the URL name and URL path to create a new site.

      Select this option to create a site at a specific URL. For example, use this option to create a site collection at the root directory of the Web application.

      NoteNote:

      The paths available for specifying the URL name and URL path to create a new site are taken from the list of managed paths that have been defined as explicit inclusions.

    • Create a site at a specific path.

      Select this option to create a site under the URL of the Web application. In the URL name box, type the name for the top-level Web site; in the URL path menu, you can select alternative paths (such as /sites) if they are available. The URL name is appended to the end of the URL path to create the URL for the new top-level site — for example, http://server_name/sites/site_name.

      NoteNote:

      The paths available for creating a site at a specific path are taken from the list of managed paths that have been defined as wildcard inclusions. For more information, see Define managed paths.

  17. In the Template Selection section, on the Enterprise tab, select Records Center.

  18. In the Primary Site Collection Administrator section, type the user name (in the form DOMAIN\user name) for the user who will be the site collection administrator.

  19. If you want to specify a user as the secondary owner of the new top-level Web site (recommended), in the Secondary Site Collection Administrator section, type the user name for the secondary site collection administrator.

  20. If you are using quotas to limit resource use for site collections, in the Quota Template section, click a template in the Select a quota template list

    NoteNote:

    There is little benefit in applying a quota to a site collection that is used for records management. However, if you want to receive a warning as a Records Center site approaches the upper limit of its storage capacity, apply a custom quota template to the site collection that is hosting a Records Center site.

  21. Click OK.

See Also

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