Friday, 4 May 2012

A Guide to using the SP2010 Records Centre - Part 1


A Guide to using the SP2010 Records Centre - Part 1

  • 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




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