What does the SharePoint Records Management Event Wizard Do?
The SharePoint Records Management Event Wizard is used to configure SharePoint Records Center items, allowing the user to send a Document to the Records Center, place a hold on a Record, release a hold on a Record, and delete a Record.
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This wizard is accessible through K2 Studio, but will not function within WSS. |
Why use the SharePoint Records Management Event?
The SharePoint Records Management event provides integration with MOSS Records Management features. This event provides integration with SharePoint records management in two key areas of functionality:
- Sending a document to a Records Center site
- Managing Holds
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The SharePoint Records Center is a specific SharePoint Site created as a Records Center. It is not the same as the SharePoint Site. The Default SharePoint Records Center is created by the administrator during the configuring of SharePoint. |
Important considerations when making use of Records Centers in MOSS 2007
When using Records Centers within MOSS 2007, it is important to take note of the following:
- It is extremely important to note that you can only have one records center defined for each web application in a SharePoint installation
- To get the Official File Web Service to work, anonymous access needs to be enabled or the identity of the application pool of the submitting application has to have contribute access to the destination document library
- When the Records Center site is provisioned, a site group called Web Service Submitters for Records preceded by the name of the records center is created. Any identity that needs to be able to submit to the web service needs to be a member of this group
- When creating the default Record Center the URL for the records center must be the full URL of the records center website followed by _vti_bin/officialfile.asmx
- The user configuring this wizard to either place a record on Hold or to remove a record Hold, needs to be a Site Collection Administrator
SharePoint Records Management Wizard Terminology
To ensure that the functions performed by the Records Management Wizard is effectively utilized, certain key definitions needs to be understood.
The Record Center
The Records Management Repository (i.e. the Records Center) is a site template available for deployment within the Microsoft Office SharePoint Server (MOSS) 2007 implementation. One Records Center site can be set up to hold expired content throughout the organization, or multiple records repository sites can handle individual auditing or legal inquiries. Each records repository comes standard with features to find, store and track the corporate data in question.
Records
A record can be defined as a piece of information that represents evidence that a specific activity was conducted. Common record formats can be Word documents or Excel spreadsheets. Records can range in scale from entire project plans to a single approval in a workflow. Informal records exist such as e-mails or instant-message conversations. Any piece of information supporting the action or decision within a business process can be marked as a record.
Content Types
The introduction of content types to classify types of content throughout an organization is quite possibly the most important upgrade in the MOSS 2007 release. As you create content types, you can enforce consistency by defining templates, workflows, and policies designed to manage and maintain the full lifecycle of the information throughout the organization. Content types remove the burden of responsibility from employees, and place it at the system level. As content enters the Records Center, the content type of that content will determine the proper location within the Records Center in which to store the content as record.
