Declare Record in Libraries

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconWhen you declare a file in a SharePoint library "record" you put certain restrictions on it that are not tied to permissions. Most often you want to protect documents from being edited or deleted when you declare them records.

Declaring record can be done manually on list items and on files in document libraries. You must be a list contributor or administrator to manually declare items as records.

In the demo below Peter Kalmstrom, CEO and Systems Designer of kalmstrom.com Business Solutions, shows the necessary settings for a library that should have the possibility to declare record.

Activate In Place Records Management for the site collection

This is done once for the whole site collection.
  1. Click on the settings gear and then on Site settings.
  2. Click on the link 'Site collection features' in the group Site Collection Administration.
  3. Activate In Place Records Management.

Define the restrictions

This is done once for the whole site collection.
  1. Click on the settings gear and then on Site settings.
  2. Click on the link 'Record declaration settings' in the group Site Collection Administration.
  3. Make the settings you prefer.

Define restrictions for the library

In the Record Declaration Settings you can decide whether manual records declaration should be possible in all lists and libraries. The default option is No, and if you don't change that you must enable declaration on each library where you want to use it.
  1. Click on the Library Settings button under the ribbon LIBRARY tab.
  2. Click on the link 'Record declaration settings' in the group Permissions and Management.
  3. The default record declaration setting is to use the site collection settings. As the site collection setting in this case is set to not possible for all, you must change this setting to "Always allow" for this library.

Another option in the Library declaration setting is to automatically declare files as records when they are added to the list. If you use this option, you don't have to manually declare files as records. Instead you can move files that should be declared records to this list.
 



In next demo we will see how to create a workflow that automatically declares a file record when a certain condtion is met.


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