Creating a SharePoint 2010 Location Based Information Management Policy

Don Lueders — Mon, 30 Apr 2012 02:10:28 +0000

The Integrated Information Lifecycle Management model calls for retention and disposition across all of your organization’s content. In SharePoint this means you are almost certain to apply Information Management Polices to some (and possibly all) of your content based on location rather than Content Type.

You’ll need to apply these Information Management Policies to your Document and Record Libraries both inside and outside of the Records Center. So here’s a quick look at how you set that up on a Document Library in SharePoint 2010.

First, navigate to the target Library (in this case ‘Maintenance’) and click on the ‘Library’ tab:

From the ribbon, click on ‘Settings’ and select ‘Library Settings’:

Under ‘Permissions and Management’ select ‘Information management policy settings’:

Libraries in SharePoint 2010 default to the Information Management Policy set on its Content Type. For location based retention and disposition, you will have to override this. Click on ‘Change source’:

Select ‘Library and Folders’ and click on OK:

(Note: At this point, you may get a message warning that you are overwriting Content Type policies defined by the Site Administrator. If you get this warning, just ignore it because you always thought the Site Administrator was kind of a jerk who never knew what he was doing, anyway.)

Under ‘Non-Records’, click on ‘Add a retention stage…’:

Next, select a date from any existing date field in the Content Type to start your retention period. Then enter the number of days, months or years that the retention period lasts:

Move down and select either an action to take at the end of the retention period or choose to start any workflow the has already been assigned to the Library:

Click ‘OK’ and the Information Management Policy has been assigned to the Library. (Note: folders in this library will inherit this policy by default unless you specifically break inheritance on the folder.):

To verify that this policy has been assigned to the content in your Library, navigate to any document in the Library and view its Compliance Details. This dialog will display the retention policy it is inheriting from the Library:

Obviously, I’m just scratching the surface with Information Management Policies here. There are a bunch more additional features that I haven’t yet discussed, but I hope to get to them soon. In the meantime, I hope this is enough to get you started poking around…

Creating Information Management Policies

Don Lueders — Sat, 06 Dec 2008 02:01:06 +0000

To set disposition on SharePoint Libraries, you first have to create an Information Management Policy. You can create Information Management Policies directly on the Library, but since it is likely you will use these policies more than once, I suggest creating them at the site collection level.

To create an Information Management Policy, login as someone with administrator permissions and navigate to the site Home page. Click on ‘Site Actions’ and select ‘Site Settings’ and ‘Modify All Site Settings’.

Under the ‘Site Collection Administration’ column, click on ‘site collection policies’.

In the ‘Site Collection Policies’ page, click on ‘Create’.

Enter the name of the new policy and a description.

Scroll down to ‘Expiration’ and click on ‘Enable Expiration’. This will allow you to select a time period for the retention and an action to take when the retention period ends.

Click on ‘OK’ and the new Information Management Policy has been created.

Next time we’ll learn how to apply this policy to a Records Library.

SharePointRecordsManagement.com » SharePoint Information Management Policy

Creating a SharePoint 2010 Location Based Information Management Policy

Creating Information Management Policies