Welcome to our free SharePoint Power User Training tutorial. This tutorial is based on Webucator's SharePoint 2016 Power User Training course.
In this lesson, you will learn how to work with SharePoint's information management policy configurations.
Lesson Goals
SharePoint's Information Management Policies are used to perform various automated actions on list and library items based on date properties. The built-in time formula can be based on either the date the item was created, modified, or declared record. The following is a list of actions that can be launched when the chosen time period elapses:
The same action can be set to reoccur at a set interval and/or multiple stages can be created to perform different actions for the created, modified, or declared record states of an item.
If you have developers in your organization, the Information Management Policy system supports custom retention formulas to go beyond the created, modified, and declared record date properties.
Information Management Policies can be defined with a content type. The content type policy can be overridden with a policy defined in a list/library.
Defining an Information Management Policy for a content type enables the policy to be applied to items based on the content type no matter what list or library they exist in.
The following walk-through will show you how to create a new content type and define an Information Management Policy for it.
By default, SharePoint lists and libraries will use the Information Management Policy defined in the content type of an item. Optionally, you can set a list or library to have its own Information Management Policy that will override any policies defined by a content type.
The following walk-through will show you how to create a new document library and define an Information Management Policy for it.
Due to the shortest duration being one day, you cannot verify the Information Management Policy works as part of the walk-through. If you will have access to a SharePoint server for at least the next 24 hours, you can create or upload a new document into the library and verify it is deleted after the duration period has elapsed.
The Information Management policy settings only come with the pay versions of SharePoint so this exercise will not work with SharePoint Foundation.
Due to the shortest duration being one day, you cannot verify the Information Management Policy works as part of the lab. If you will have access to your SharePoint server for at least the next 24 hours, you can create or upload a new document into the library and verify it is deleted after the duration period has elapsed.