Enabling Content type level retention policy
When I was working on a small POC I got a requirement to archive a specific content type data. There are more content typed associated to that list. So I thought of implementing a custom retention policy to set expiration if the item content type is in giving archive list. Then I realized in future if similar content type associated to another list or library again I have to enable the same retention policy for that list or library. I thought that it was not a good approach. Then I found solution with in SP 2010 its by default provides content type level retention policy. Below is the approach.
1. Go to your application, Site Actions -> Site Settings.
2. Click on “Site Content types”
3. Click on content type on which you want to apply retention policy. You will see below screen
4. Click on “Information management policy settings” link.
5. Check “Enable Retention” then you will see below screen.
6. Click on “Add a retention stage…” link to add new policy.
7. Create your policy. You can set retention policy based on default stage activate rules provided by SharePoint 2010 or you can refer custom retention policy.
Similaryly you can have retention policies at folder level.
Retention Policies in SharePoint 2010
Retention policy holds set of guide line to determine how long a particular item to be hold. Normally in SharePoint, these policies applies to document content type to define how many days a particular document to be available.
Normally the policies are of 3 major flows
1. Archive Content – This rule used to move all documents which are expired as per retention policy. Normally a back site collection or data base will be used to hold this content. This feature allows managing of load on the SharePoint site without loss of any data.
2. Delete Content – This rule used to delete all documents which are expired as per retention policy. The simplest and approach and no need of any addition software or sites to track. But there will be some loss of data, if someone wants to track old data.
3. Workflows – This rule used to start a new workflow to define what actions approvers has to do if a document expired as per the retention policy. Most of the cases these workflows are used to decide whether document can be deleted or not.
Using OOTB Feature
OOTB feature of SharePoint allows you to enable different set of retention policies on the document or library. These policies will be applied to all contents in that document library irrespective of content. This is the simplest way of using retention policy but when you want to apply policies based on the content properties, then its little difficulty.
Below are the steps to configure the retention policy for your document library.
1. Go to any document library, and click on “Library Tools” and “Library” and click on “Library Settings”.
2. Library setting page will be opened. Click on “Information management policy settings” under “Permissions and Management” section.
3. A new window will be opened with information policies settings. You can see “Document” and “Folder” related configurations. If policy definition value is “No”, it mean that there is no policy associated with that item.
4. By clicking on “Document” or “Folder” link you can see all policies associated with that item if there are any. If there is no retention policy associated then “Enable Retention” check box will be unchecked. To add retention policies then check that box.
5. After enabling retention policy, you will get to see all retention policies if there are any and an option to add retention policy. Click on “Add a retention stage…” you will get to see another window to configure the policy.
6. There will be different option to create a policy. Event defines the rule, these rules based on
a. Which has to be used for creating retention, like “Created” or “Modified” date of the document
b. Value to be added
c. Type of value, whether it’s number of years or months or days.
7. Action defines the “what needs to be happen, if a document get expire?” The action can be, move to recycle bin or move to new library or start workflow or any option. After click on “OK” after configuring policy.
8. Once the policy added you can see the all retention policies on “Content type policy” page.
9. To add more policies you always can click on “Add a retention stage..” link to follow the same steps from 5 to 7.