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Microsoft Office SharePoint Server 2007: A Beginner s Guide
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Figure 9-14 An audit report is displayed in an Excel workspace
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THE SHAREPOINT RECORDS CENTER
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MOSS includes a site template for creating a Records Center site within a site collection The Records Center provides a combination of a standard SharePoint site and predefined records management policies The benefit of creating a Records Center site, which is created by default by MOSS for an initial site in a site collection, is that the records you need to manage, track, and administer are stored in a single site under a standard set of information management policies The Record Center site template provides three primary information management benefits: Information management policy enforcement The information management policies and policy features discussed earlier in this chapter are available and can be configured as needed Record routing Records can be sent to the Records Center and automatically placed in the appropriate document library based on the content type of the record and the entries in the record routing table Hold The Records Center administrator or owner can apply a Hold policy to certain records that suspends the expiration policy feature s actions for a period
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Before you actually create a Records Center site in your MOSS environment, you should review the planning (see 2) to ensure that the document libraries and lists needed to store each record type have been created A best practice when using a Records Center site is to have a document library for each of the content types you included in your planning To create a Records Center site, perform the following steps: 1 Open the home page of the site collection to which you wish to add a Records Center site 2 Click the Site Actions button to open its drop-down menu and then click the Create Site option 3 On the New SharePoint Site page, fill in the Name, Description, and URL fields 4 In the Template Selection section, choose the Records Center option from the Enterprise tab 5 Select the settings you wish to apply in the Permissions and Navigation sections 6 In the Site Categories section, check the checkbox associated with the List This New Site In A Site Directory option if you wish the Records Center to be included in a site category Choose the site categories in which you wish to include the Records Center 7 Click the Create button to create the Records Center site, which opens after the site has been created (see Figure 9-15)
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Figure 9-15 A new Records Center site s home page
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Microsoft Office SharePoint Server 2007: A Beginner s Guide
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Configure Record Routing
Rather than burden your users with the task of remembering just where each document type is to be stored, the Record Center uses its Record Routing list to store a document into the document library set up for that document type The Record Routing list creates a cross-reference, using document metadata, to identify the library to which a document is to be stored Within the Record Routing list, a rule item is created for each document type that links documents to the appropriate library One such rule should be created for each document type and library within the Records Center When a document is submitted to the Records Center, its content type is matched to rule items included in the Record Routing list If there is a match, the record is routed to the document library indicated by that rule If there is no match, the record is routed to the library associated with the default rule One rule in the Record Routing list is designated as the default rule To add rules to the Record Routing table, perform the following steps: 1 Navigate to the Records Center s home page If you don t have the URL of the Records Center, you can find it using these steps: a Open the home page of the site collection on which the Records Center is located b In the Quick Launch menu, click the Sites link c On the Site Directory page, click the Site Map tab to open the Site Map page d On the Site Map page (see Figure 9-16), click the Records Center link, typically found under Sites, to open the Record Center s home page
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