A Guide to using the SP2010 Records Centre - Part 1

A Guide to using the SP2010 Records Centre - Part 1

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  Using the FilePlan to create content types in the Content type hub site
• configuring Doc libraries for records management
• creating records libraries in the Records centre
• Creating folders in the Records Centre
• Routing records using Content organizer
• Sending records to the Records centre from a Doc Library
• Setting retention policies in the Records Centre

Using the FilePlan to create content types in the Content type hub site

Navigate to the Content Type Hub site: 

Go to Site Actions  Site Settings  Galleries  Site Content Types:

In this example we are going to add the following section from the FilePlan as Content Types:

. Community support
. . Day centres
. . Groups

To do so - Click create:

Content Types are hierarchical – Child content types inherit from the parent

We are going to create a new Content Type called Community support which will inherit from the Document Content type. We will put this new Content Type into a new group called Community support

Click save and navigate back to the site content gallery. The new content type appears in the new group as below:

 


Now use the same process to create the 2 child content types using Community Support as the Parent: E.g.

Now the Content Type gallery displays all the new content types in the new group and their parent content types:

Finally it is necessary to publish the content types

Select the Community Support Content Type and select Manage publishing for this Content Type:

Ensure Publish is selected and click OK:

A timer job within SharePoint will publish the Content Type and this runs hourly

Configuring Doc libraries for records management

Next stop - the records centre

Go to Site Actions  More Options

Select to Filter by Library and select Records Library



Name it Community Support and click Create:

The new Records library now appears in the Quick launch of the Records Centre:



Now we’ll open the new library, select the Document tab and create 2 folders using the New Folder button. These will be used to hold the child content types

The library now looks like this:

That's it for Part 1