Activating SharePoint Server 2010 In-Place Records Management



In-place records management in SharePoint Server 2010 is a handy feature for records management and compliance. The benefits of in-place records management features are that:

  • Records can be easily created anywhere
  • It is not limited to a central repository
  • Records can be managed across multiple sites, libraries and lists
  • Policies and holds can be applied based on location
  • Most items can be declared as records

To activate the in-place records management feature for records management and compliance in SharePoint Server 2010, follow these steps:

  1. Activate the In Place Records Management feature
  2. Configure the Record Declaration Settings
  3. Configure the Document Library Settings
  4. Declare a Record


1 Activate the In Place Records Management feature

To activate the in-place records management feature, do the following:

  • Log on to the SharePoint site
  • At the root level, select Site Actions and then click Site Settings
  • Under Site Collection Administration, click Site collection features
  • Look for In Place Records Management (Enable the definition and declaration of records in place), and click Activate (if already activated, the button will show Deactivate, and Active next to it)

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2 Configure the Record Declaration Settings

Once the in-place records management feature is activated, Record declaration settings will appear on Site Collection Administration section in Site Settings. To configure the record declaration settings, do the following:

  • At the root level, select Site Actions and then click Site Settings
  • Under Site Collection Administration, click Record declaration settings
  • Make a selection for the following:
    • Record Restrictions
      Block Edit and Delete (this is the default selection)
    • Record Declaration Availability
      Manual record declaration in lists and libraries should be:
      Not available in all locations by default (this is the default selection)
    • Declaration Roles
      The declaration of records can be performed by:
      All list contributors and administrators (this is the default selection)
      Un-declaring a record can be performed by:
      Only list administrators

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Record declaration settings:

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3 Configure Document Library Settings

At the site level (any site), do the following:

  1. Click on a document library, e.g. Shared Documents
  2. Click Library under Library Tools tab (or Lists under List Tools )
  3. Click Library Settings (or List Settings)
  4. Under Permissions and Management, click Record declaration settings
  5. Make a selection for the following settings:
    • Manual Record Declaration Availability (Specify whether this list should allow the manual declaration of records. When manual record declaration is unavailable, records can only be declared through a policy or workflow)
    • Automatic Declaration (Specify whether all items should become records when added to list)
  6. Click OK
  7. Repeat for Lists (if needed)

Steps 1-3 for Documents:

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Steps 1-3 for Lists:

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Step 4:

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Step 5:

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4 Declare a Record

There are two ways to manually declare a record:

  • Using the Ribbon icon
  • Context menu

Using the Ribbon icon

  1. Click on a document library, e.g. Shared Documents
  2. Select the document file or files you want to declare as records
  3. Click the Declare Record icon on the Ribbon

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Using the context menu

  1. Click on a document library, e.g Shared Documents
  2. In the document row, hover over the Name column, and click on the down arrow to bring up a context menu
  3. Select Compliance Details
  4. Click Declare as a record
  5. Click Close

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Find out more

If you want to find out more about records management and compliance feature in SharePoint Server 2010, then click on these links:

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