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Information Management Policies in SharePoint

 

Good Morning Everyone, this is Sajin with you from Dock Training Web Series. Okay, today I am going to go through one of the SharePoint related feature which is called Information Management Policies. It’s pretty much required in terms of large organizations where it will be able to effectively manage documents without any flaws. Now what is Information Management Policies; it helps you to tell who can access the organization information, what they can do with it and how long to retain it and also it can help enforce compliance with legal and government regulations and business processes. As an administrator, you will be able to setup policy to control how to track documents, who has access to documents and how long to retain those documents.

I’m going to how you how it works. Information Management Policies can be created on the site in three different ways: -

  1. Create an Information Management Policy to use on multiple content types within a site collection.
  2. Create an Information Management Policy for site content type and
  3. Create an Information Management Policy for a list or a library.

I am going to follow the third option where I will be doing it for a library. Let’s go ahead and do it right now.

This is our portal called Dock Intranet Portal and hosted on Office 365/SharePoint Online. It is a complete turnkey intranet portal where there are department portals like Sales, Finance, HR, IT, Training. It also has employee resources and projects portal as well.

Let’s go ahead and click on the Case Studies in our Sales Portal. It’s a document library that has lot of Case Studies and couple of other documents. Let me define IMP. Let me upload some documents and within this folder, I will be able to define a policy. Okay let’s say I have documents that were uploaded on November 9th 2017 and I need them to be transferred to another folder (more like an archive or just delete it). Let it go to the recycle bin, after a month or maybe 2 months, so that I don’t have lots of documents piled up (maybe unwanted documents) in my folder than manually going in and deleting them – It’s going to be a tedious task. So it can create kind of workflows where SharePoint really takes care of this. So, I am going to go ahead and define, so this is my document folder and I’m just going to click on Manage Views. Please note that this is SharePoint 2016 interface and if you hate using 2016, you can always go back to the old one, you just need to click on the Classic SharePoint view on your left hand side bottom. So I am going to click over here and click on Manage Views.

This is the document library settings. I need to scroll down and click on information management policy settings. I am going click over there. So basically, I am going to setup policy time, I am just going to setup a kind of query so based on that my documents should act accordingly.

So this is the library based retention schedule. I have created content type policies. This table shows all content types for this library along with the policies expiration schedules for each type. You can either do it for a document or for the entire folder. I am going to click on the folder and this is the entire library, the entire library will have this and the policy will be applicable for all the documents inside the library. I am going to click on enable retention and what I should do next is probably plug in some values. So it says how to manage retentions. Items will not expire until a stage is added.

I am going to add a retention stage, pop up window where I can define what needs to be done, so there is an event. Specify what causes the stage to activate. This stage is based on a date property of an item. So, I just need to go ahead and define. I can setup an action based on that I create a date plus 2 months and the action and when this stage is triggered, it performs the following action and goes ahead and moves these files to recycle bin. I can permanently delete them and also can transfer to another location. I can also start a workflow, skip to next stage so these has to be predefined. I can delete a record, delete previous drafts/delete all previous versions. So, If I have different versions of documents – old versions probably I will be able to delete them as well. I am going to click on move to recycle bin for now and then click on “OK”. I have my policy been recorded. So it is for 2 months, so the date created + 2 months and once time passes, it automatically moves to the recycle bin. So I don’t have to go back to the folder and delete files manually. Also, I will be able to enable auditing, sign up barcodes to ease documents or enable labels. I am going to click on “OK”. Now I have it defined and as you see here I have a custom policy been applied for this folder. It says “Yes” so it is actually there and working now. I have applied this retention policy for this document folder. This has been created on October 23 and by December 23, 2016, what happens is that these files will move out to Recycle bin. This is a simple and important feature.

 

Thank you for watching this video and stay tuned for more videos. Thank you and have a great day!