In this SharePoint tutorial, we will discuss in place records management sharepoint online or SharePoint 2013/2016/2019. We will see how to enable in-place records management in sharepoint 2013 and how to configure in-place records management in SharePoint Online or sharepoint 2013/2016.
Record management is all about managing records within your organization. Management can be in terms of identifying, classifying, archiving, and disposing of records.
Once an item is identified as a record, that item or the information should not change, which ensures that the record hasn’t been tampered with. Records also should not be deleted but can be disposed of as a part of retention policy which can be based on an organization’s policies.
In SharePoint, there are two features created especially for record management:
- In-Place Records
- Record Centers
In an organization, records can be stored in their original location or they can be stored in a central archive called a records center. But when a document or an item is declared as a record, it is then either moved or copied to the records center.
SharePoint Tutorial Contents
In the case of in-place record management, the documents or records are stored in their original locations. But once declared as the record, the document will be protected, users cannot be able to edit or delete the document.
The icon of the document will be changed which reflects as the document is declared as a record. One advantage the user will get in this case is it will be easier for them to find out the record. But we have to take dispose of any site even if we want to.
First, we have to activate “In Place Records Management” feature in the SharePoint site collection level. For this go to your top-level site collection feature list. Site Actions -> Site Settings then in the Site Settings page, click on “Site collection features” which is under “Site Collection Administration”.
In the site collection features page, search for “In Place Records Management” and click on Activate.
Now, we will see how to declare a list item or a document to record.
First, we have to configure record declaration settings at the site collection level. Same in the Site Settings page, Under Site Collection Administration, click on “Record declaration settings”. This will open the Record Declaration Settings page.
On this page, you can do settings like, how you can restrict the record like you want to restrict Edit and Delete, etc.
Also, you can set whether you want Manual record declaration in all lists and libraries or not. And also you can set who can declare an item or document as records like All list contributors and administrators or Only list administrators etc. See fig below:
Then we have to enable the record settings at the SharePoint list level.
Open the particular list for which you want to enable record settings then Go to the list settings page (From Ribbon Click on LIST tab -> List Settings). In the List settings page click on “Record declaration settings” which is under “Permissions and Management“.
In the Library Record, Declaration Settings page choose the option “Always allow the manual declaration of records” under Manual Record Declaration Availability.
You can declare every item as a record when they are added to the site, by choosing the “Automatically declare items as records when they are added to this list.” checkbox which is under the Automatic Declaration. Then Click on OK.
Now when you select one item from the list, you will be able to see “Declare Record” option in the ITEMS tab in the Ribbon as shown in the fig below:
It will ask you a confirmation message and then once you click on Yes, it will mark the item as a Record.
Now if you try to Edit or Delete the item, it will display an error saying “This item cannot be updated because it is locked as read-only.“.
Now to undeclare a record, select the item and then go to “Compliance Details” details page like below:
Then in the Compliance Details page click on Undeclared record link as shown in the fig below.
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Here, we learned in place records management in sharepoint 2013/2016 or sharepoint online. We also saw, how to enable in-place records management sharepoint by activating the features.
Finally, we learned how to configure in-place records management in the sharepoint list or document library. We can configure in-place records management in sharepoint online as well as SharePoint 2013/2016.
Bhawana Rathore is a Microsoft MVP (3 times in Office Apps & Services) and a passionate SharePoint Consultant, having around 10 years of IT experience in the industry, as well as in .Net technologies. She likes to share her technical expertise in EnjoySharePoint.com and SPGuides.com