When
you declare a file or item in a SharePoint app "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.
Click on the settings gear and then on Site settings.
Click on the link 'Site collection features' in
the group Site Collection Administration.
Activate In Place Records Management.
Define the restrictions
This is done once for the whole site collection.
Click on the settings gear and then on Site settings.
Click on the link 'Record declaration settings'
in the group Site Collection Administration.
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.
Open the library settings.
Click on the link 'Record declaration settings'
in the group Permissions and Management.
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 the SharePoint
Workflows section, we explain how to create a workflow
that automatically declares a file record when a certain
condition is met.
When
you declare a file or item in a SharePoint app "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.
