In this post we will discuss how we can configure retention policy in document library or list in SharePoint 2010. The Retention policy feature lets you define retention stages, with an action that happens at the end of each stage.
Suppose you want to delete documents which are created 1 year back, then this feature will be very much helpful.
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An information management policy is a set of rules that govern the availability and behavior of a certain type of important content.
You can create a retention policy definition within the site collection and then you can apply the retention policy to content types. Also you can create a retention policy directly on a sharepoint list or document library.
Before doing anything first activate the "Library and Folder Based Retention" feature. Go to Site Settings and then under Site Collection Administration click on Site collection features. In the list of Site Collection Features, search for "Library and Folder Based Retention" and click on Activate if it is not Active.
Then return back to the Site Settings page, Click on "Site collection policies" under Site Collection Administration. This will open the Policy page.
Click on Create in the toolbar. This will open the page to create a policy.
In the Create Policy page, Give a name, Administrative description, policy statement. Then check Enable Retention check box as shown in the fig below.
Then click on Add a retention stage. link. This will open the Stage properties dialog box. We need to give the event like Created Date + 60 days means this will cause the stage to activate.
There are lot of actions defined in it and we should use as per our requirement.
- Move to Recycle Bin: In this case when this will run the item will be moved to recycle bin.
- Permanently Delete: If you will chose this action, the item will permanently get deleted.
- Transfer to another location: If you want a things like archival then this is the appropriate option.
- Start a workflow: If you will chose this action, it will start a workflow but make sure it is previously exists.
- Skip to next stage: It will do not do anything rather skip to the next stage.
- Declare record: If you have enabled the use of records in your site collection, this option allows you to turn a non-record into a record when the specified period of time elapses.
- Delete previous drafts: This will remove all draft versions of the document but it will not delete the major version.
- Delete all previous versions: This will delete previous versions of the document.
Then now if you want to configure this retention for any particular document library or list then go to the list or library settings. From the Permission and Management click on Information management policy settings.
Here click on any of the content type like Item or Folder. Here there will be 3 option. None, define a policy or use a site collection policy. Here we will the 3rd option and we will use the policy which we have created just now.
Then click on OK.