Records Management Feature -- "Records Center" sites (Part I)

re: Records Management Feature -- "Records Center" sites (Part I)

tinsheep — Tue, 12 Sep 2006 23:04:43 GMT

Ethan,

Thanks for the additional information. Is this naming consistent / changed for Beta 2 TR? Right now on Beta 2 I see "records repository" and "document center". I am confused about the differences - specifically what a document center is - can you please clarify?

Thanks,
Michael P.

re: Records Management Feature -- "Records Center" sites (Part I)

sam_n99 — Wed, 13 Sep 2006 13:08:17 GMT

Thanks again,

I don't know if the content type of the document library in "Record Center" should be the same of the docuement library in Sharepoint Document Site, I think its not necessary!!
If we declare a record from other application by using "Web Service" how we can do that and how this record will matching with Record Routing?
Is MOSS 2007 has categories or subject headings to classify docuemnts or records?, and Can I attached some documents related to Main document, without using list?

Thanks,

re: Records Management Feature -- "Records Center" sites (Part I)

recman — Sat, 16 Sep 2006 03:01:06 GMT

@tinsheep:

Michael,
Thanks for the clarifying question. Our naming has changed between Beta2 & Beta 2 Technical Refresh.

In Beta2, the site template now called a “Records Center” was named “Records Repository”. Going forward, the name will remain “Records Center”, which is why it was used in this blog. Sorry for any confusion this caused you or any of the other Beta2 users out there.

As for the “Document Center”: it’s a different site template in the 2007 release optimized towards storing documents, rather than the “team site” temple which is targeted toward for a team to post relevant documents, calendar events, announcements, etc. In a “Document Center” site for example, SharePoint doesn’t automatically create lists for those other types of information.
The “Document Center” and “Records Center” site templates aren’t directly related, other than the ability to declare records to a Records Center from any SharePoint site (including a Document Center site).

Hope this helps clarify,
- Ethan Gur-esh, Program Manager.

re: Records Management Feature -- "Records Center" sites (Part I)

recman — Tue, 19 Sep 2006 23:58:28 GMT

@sam_n99:

Thanks for the questions. I've just posted a "Q&A" post that addresses the first two. (http://blogs.msdn.com/recman/archive/2006/09/19/762561.aspx)

I'm not sure I understand your third question, though. Can you expand on that one a bit?

Thanks,
- Ethan Gur-esh, Program Manager.

re: Records Management Feature -- "Records Center" sites (Part I)

sam_n99 — Wed, 20 Sep 2006 09:51:16 GMT

Dear Ethan,

Firstly, Thank you very much for detailed answer you had provide. And Sorry about my poor english. I am Arabic man in fact :)

About Third question, As you know, systems like Hummingbird, or LiveLink has more options to design a relational Metadata (One To Many), I mean a record or document may has field called Subjects (Like Library Management Systems) to cataloging and classifying this document, this field should link to another table to get the subjects from. and this field should be multivalue.

In fact, so far I found tool like Bussines Data Cataloge (BDC) very usefull. BDC can link to any table in SQL Server and get the value, but when you declare the column that binding with BDC, you have not any choice to make this column multivalue, so its (One To One) relation and we have not a relational metadata :(

I dont know if this blog will talk about BDC or not? but its great to list this great tool to talk about in the future ....

re: Records Management Feature -- "Records Center" sites (Part I)

recman — Fri, 22 Sep 2006 20:34:10 GMT

@sam_n99:

Thanks for the good suggestion about talking about the Business Data Catalogue features on this blog… I’ll definitely follow up with that team to see if there’s already some good content on one of the other Microsoft blogs about the feature that I can point you to, or if not get them to blog about it here.

As for your particular question about the Business Data Catalog and multi-value columns – let me check with that team and get back to you.

- Ethan Gur-esh, Program Manager.

re: Records Management Feature -- "Records Center" sites (Part I)

recman — Wed, 04 Oct 2006 23:41:08 GMT

@sam_n99:

Sam,

(Firstly, sorry for the delayed response. Things are pretty hectic here as we ramp up for the ARMA conference and of course work on finishing the product. :-) )

Generally speaking, the Business Data Catalog feature wasn’t intended for the taxonomy scenario you’re describing… rather, that feature was intended to make it easier for customers to connect their Office SharePoint sites to business data residing in other repositories or applications. (For more information, see http://msdn2.microsoft.com/en-us/library/ms563661.aspx). For that reason, you’re seeing that it’s not an ideal solution for deploying managing a taxonomy or classification system, and that’s why we weren’t planning to talk about the feature on this blog… although it will probably be a topic discussed on the more broadly-focused SharePoint team blog (http://blogs.msdn.com/sharepoint).

However, one area to look at to help address your taxonomy requirements is the “Site column” & “site content type” capabilities in the 2007 release. Using these features it is possible to define many different types of columns (including multi-valued columns), and to apply them to all content in a site to enable users to classify content.

Hope this helps, and sorry again for the slow response time.

- Ethan Gur-esh, Program Manager.

re: Records Management Feature -- "Records Center" sites (Part I)

amr_mahmoud — Tue, 05 Dec 2006 19:13:16 GMT

Thanks Ethan for this post.

We have a little(as i wish) problem with sharepoint records center.

We created a site collection which contains a document library named Contracts, this document library based on a content type named Contract.

We also created a records center site, and when we tried to send a file to the records center using the UI it sent successfully to the records center and i can find it in the Unclassified Records document library.

Until here everything is OK...then we created a document library called Contracts(in the records center site) and added an entry to the record routing list, then tried to send a file with content type Contract to the records center...here we received the following error

"An Error occurred while sending the file to the Parliament Records Repository Records Center."

and here is the details of the record routing entry

Title:Contract

Description:Contracts and licenses ...

Location:Contracts

Aliases :

Default: No

Also we can send any file to the records center as long as this file does not have a corresponding entry in the record routing list

note : we are using SharePoint 2007 B2TR with SQL Server 2000

thanks in advance

Amr Mahmoud

re: Records Management Feature -- "Records Center" sites (Part I)

amr_mahmoud — Sat, 09 Dec 2006 15:48:56 GMT

It was solved by creating a new web application then create a records center site.

The problem was that i created the records center as a sub site of the collaboration site

Amr Mahmoud

re: Records Management Feature -- "Records Center" sites (Part I)

recman — Mon, 11 Dec 2006 08:19:51 GMT

I'm glad you resolved your issue. Let us know if you have further questions.

Thanks.

E-mail Records Management Part 4: Quota Management and Sending E-mail to the Records Center

Microsoft Records Management Team Blog — Fri, 09 Feb 2007 00:21:28 GMT

Greetings, everyone! In this post, we are going to conclude our discussion of e-mail records management

MOSS Custom policies part 2 - creating a handler to submit items to the records center

Ton Stegeman - SharePoint 2007 weblog — Tue, 13 Feb 2007 01:03:20 GMT

In the first part of this series, I introduced a custom information management policy. In the previous...

re: Records Management Feature -- "Records Center" sites (Part I)

peruris — Wed, 07 Mar 2007 18:16:18 GMT

When a document is sent from a document library to OfficialFile.asmx , it is creating a folder with timestamp. Is there a way to specify some thing like "Document Title - Guid". And also I see that the actual file in the folder is also suffixed with some randomly generated string.

Foldername as 2007-03-06T08-59-55Z FileName_QXYLSE

Is there a way we can manage or control these names and also can we manage how the properties are stored as xml file. Rather can we change the format to a simple Excel or CSV format.

Searching records repository

peruris — Wed, 07 Mar 2007 18:32:09 GMT

If we have custom properties like customer number, project # stored in the properties folder xml file. How can we configure the search to search these specifi properties.

E.g. While discovery process , we would like to search all the documents related to a project # or customer in the record repository

Sample custom router for Records Center in SharePoint

TheKid.me.uk — Thu, 19 Apr 2007 00:49:48 GMT

This is the third post in a series of posts about the Records Center in MOSS. ( Part One , Part Two

MOSS Custom policies part 2 - creating a handler to submit items to the records center

Ton Stegeman [MVP] weblog — Wed, 05 Sep 2007 22:37:54 GMT

In the first part of this series , I introduced a custom information management policy. In the previous

MOSS and ECM Class Notes and Questions

Technical Weblog of Eric Charran — Fri, 11 Apr 2008 16:10:01 GMT

For those folks attending the MOSS and ECM class I delivered in Boston/Waltham, please find the notes

Why is record center requried for Records management in MOSS

robicurp — Tue, 20 Jan 2009 00:26:40 GMT

Hello,

I have been implementing ECM solutions with Records management capabilities for many years now. When managing electronic records, The main preference I have always seen is to manage records in place within the ECM reporistory, Not move them to a different repository outside of the context of their business unit taxonomy. From what I have seen, MOSS has nearly all of the capabilities to do this without implementing record center.

You have definable policies for content types and workflows. Auditing is configurable. the only real thing missing that record center has is applciaiton of holds and executing disposition reports. It seem to me if these functions are present in record center, they could easily be made available in Core MOSS.

Record center seems to be designed to work in the same way old physical record file rooms do. Once documents are no longer active, they are sent to the file room for retention. This is fine for space management needs when these records are not accessed often. But now days, we there is a need to apply retention policies to Electronic documents as soon as they are created. The retention needs to be managed while the documents are still active. Because of this I can't see the practicality in moving (or copying) an active electronic document to a seperate repository just so full records management policies can be applied to the document.

I am currently implementing MOSS to a Corporate legal department and implemeting record center for full records management of legal documents. The users are confused as to why they need to send copies of documents to the record center when they need to keep them in their departmental taxonomy to work with daily. Additionally, and this is the big one, Duplication of records is violation of core records management principles. What happens if an E-discovery order is issued? the corporation must discover active documents in the normal Sharepoint repositories as well as the record center.

I think you have the tools at hand to make SharePoint a powerful records management platform that functions in line with the need to manage active electronic files without moving them to seperate repository.

I would be very interested in your thoughts on this point of view as I intend to perform many more SharePoint implementations for my clients. I would like to offer them the best records management functionality as well.

Thank You

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