Record Management in SharePoint 2013 or SharePoint 2013 Online

sharepoint records management

In this post, we will discuss Record management in SharePoint 2013. 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.

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In SharePoint, there are two features created especially for record management: In-Place Records and Record Centers. you can also check this MSDN article on Overview of records management in SharePoint Server 2013.

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.

In-place Records Management:

In the case of in-place record management, the documents or records are stored in their original location. 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 reflect as the document is declared as a record. One advantages 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.

In-place record management for SharePoint 2013 list:

Here we will discuss how we can declare a list item or a document to record.

First, we have to activate “In Place Records Management” feature in 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.

sharepoint 2013 records management
SharePoint 2013 records management

Now we can 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. In 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:

sharepoint 2013 records management demo
SharePoint 2013 records management demo

Configure record settings at List or Library level:

Now we have to enable the record settings at the 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 Automatic Declaration. Then Click on OK.

sharepoint 2016 records management
SharePoint 2016 records management

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:

records management and compliance in sharepoint 2013
records management and compliance in sharepoint 2013

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.“.

Undeclared a Record:

Now to undeclare a record, select the item and then go to “Compliance Details” details page like below:

sharepoint online records management
SharePoint online records management

Then in the Compliance Details page click on Undeclared record link as shown in the fig below.

sharepoint records management
SharePoint records management

Hope this will be helpful.

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About Bijay Kumar

I am Bijay from Odisha, India. Currently working in my own venture TSInfo Technologies in Bangalore, India. I am Microsoft Office Servers and Services (SharePoint) MVP (5 times). I works in SharePoint 2016/2013/2010, SharePoint Online Office 365 etc. Check out My MVP Profile.. I also run popular SharePoint web site

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