Configure the Records Routing list

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Applies To: Office SharePoint Server 2007

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Topic Last Modified: 2008-02-21

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. When records are submitted to the Records Center site by using the Send to Records Center command or the programmable interface, this list is used to route the incoming file to its proper location.

Each entry in the record routing list is an item in a series of listed records that specify:

  • The title and description of the record series. The title of a record series indicates a type of item that can be submitted to the Records Center site for the current record series. If records are submitted to the Records Center site from a server based on Office SharePoint Server 2007 or Windows SharePoint Services 3.0, the name should match a content type name in the library containing the active record. If the records are submitted from another source, the name should match the type of document that can be submitted from that file source by using the programmable interface.

  • The location (a document library) in which to save the records for the current record series.

  • A list of record types, called aliases. These are other names for the records that can be submitted to the Records Center site for this record series. For example, if your organization has multiple departments that use different names for the same underlying record type (such as "contracts" and "agreements"), you could define aliases for each name used for the same record type.

One record series in the record routing list should specify the default document library. When a Records Center site receives a record that does not match an alias in the record routing list, the record is moved to the specified default location where it can be manually filed by a records manager. The Records Center site template includes an Unclassified Records document library and record series as the initial default location. We recommend that you keep this record series as the default.

Task Requirements

To configure the Records Routing list, perform the following procedure:

Configure the Records Routing list

  1. On a Records Center site, under Lists, click Record Routing to open the Record Routing list.

  2. In the Record Routing list, on the New menu, click New Item.

  3. In the Title box, type the name of the record for which you want to specify routing information.

    Note

    The name of a record series indicates a type of item that can be submitted to the Records Center site for the current record series. If files are submitted to the Records Center site from a server based on Office SharePoint Server 2007 or Windows SharePoint Services 3.0, the name should match a content type name in the library containing the active record. If the files are submitted from another source, the name should match the type of document that can be submitted from that file source by using the programmable interface.

  4. In the Description text box, type a brief description of this record type.

  5. In the Location box, type the name of the library where you want these records to be stored.

  6. In the Aliases box, type any alternate names that are sometimes used for this particular record type. Separate each entry by using a forward slash (/).

    Note

    Aliases are other names for the records that can be submitted to the Records Center site for this record series. For example, if your organization has multiple departments that use different names for the same underlying record type (such as "contracts" and "agreements"), then you could define aliases for each name used for the same record type.

  7. In the Default section, select the check box to specify that this Record Routing list entry should be used to route submitted records that do not match the title or aliases of other record routing items.

  8. Click OK.

See Also

Concepts

Records management
Create a Records Center site
Configure workflows for managing records
Create information management policies for records
Create content types for records
Create document libraries for retaining records
Manage Records Center permissions