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RecordsManagementGuideforMicrosoftOfficeSharePointServerMicrosoftCorporationPublished:July2008Author:OfficeITandServersUserAssistance(o12ITdx@microsoft.com)AbstractThisguidecoversgeneralrecordsmanagementplanningconsiderations,guidelinesforconfiguringMicrosoftOfficeSharePointServer2007enterprisecontentmanagementfeaturesforrecordsmanagement,guidelinesforplanningserverfarmtopologyforrecordsmanagement,andguidelinesfororganizingthelogicalcomponentsofarecordsmanagementsystembasedonOfficeSharePointServer2007.Theaudiencesforthisguideincluderecordsmanagers,informationarchitects,ITgeneralists,andprogrammanagerswhoareplanningarecordsmanagementsolutionbasedonOfficeSharePointServer2007.ThecontentinthisbookisacopyofselectedcontentintheOfficeSharePointServertechnicallibrary(=84739)asofthepublicationdate.Forthemostcurrentcontent,seethetechnicallibraryontheWeb.iiTheinformationcontainedinthisdocumentrepresentsthecurrentviewofMicrosoftCorporationontheissuesdiscussedasofthedateofpublication.BecauseMicrosoftmustrespondtochangingmarketconditions,itshouldnotbeinterpretedtobeacommitmentonthepartofMicrosoft,andMicrosoftcannotguaranteetheaccuracyofanyinformationpresentedafterthedateofpublication.ThisWhitePaperisforinformationalpurposesonly.MICROSOFTMAKESNOWARRANTIES,EXPRESS,IMPLIEDORSTATUTORY,ASTOTHEINFORMATIONINTHISDOCUMENT.Complyingwithallapplicablecopyrightlawsistheresponsibilityoftheuser.Withoutlimitingtherightsundercopyright,nopartofthisdocumentmaybereproduced,storedinorintroducedintoaretrievalsystem,ortransmittedinanyformorbyanymeans(electronic,mechanical,photocopying,recording,orotherwise),orforanypurpose,withouttheexpresswrittenpermissionofMicrosoftCorporation.Microsoftmayhavepatents,patentapplications,trademarks,copyrights,orotherintellectualpropertyrightscoveringsubjectmatterinthisdocument.ExceptasexpresslyprovidedinanywrittenlicenseagreementfromMicrosoft,thefurnishingofthisdocumentdoesnotgiveyouanylicensetothesepatents,trademarks,copyrights,orotherintellectualproperty.Unlessotherwisenoted,theexamplecompanies,organizations,products,domainnames,e-mailaddresses,logos,people,placesandeventsdepictedhereinarefictitious,andnoassociationwithanyrealcompany,organization,product,domainname,emailaddress,logo,person,placeoreventisintendedorshouldbeinferred.©2008MicrosoftCorporation.Allrightsreserved.Microsoft,Microsoft,Access,ActiveDirectory,Excel,Groove,InfoPath,InternetExplorer,OneNote,Outlook,PowerPoint,SharePoint,SQLServer,Visio,Windows,WindowsServer,andWindowsVistaareeitherregisteredtrademarksortrademarksofMicrosoftCorporationintheUnitedStatesand/orothercountries.Thenamesofactualcompaniesandproductsmentionedhereinmaybethetrademarksoftheirrespectiveowners.iiiContentsIntroductiontotherecordsmanagementguide...............................................................................1Relatedtopics...............................................................................................................................2Whatisrecordsmanagement?........................................................................................................3Elementsofarecordsmanagementsystem................................................................................3Overviewofrecordsmanagementplanning.................................................................................5Identifyrecordsmanagementroles(OfficeSharePointServer)......................................................7Worksheet.....................................................................................................................................8Developthefileplan(OfficeSharePointServer).............................................................................9Aboutrecords,activedocuments,andarchiveddocuments........................................................9Determinewhatisarecord.........................................................................................................10Completethefileplan.................................................................................................................12Worksheet...................................................................................................................................14DesigntheRecordsCentersite(OfficeSharePointServer)..........................................................15AbouttheRecordsCentersite...................................................................................................15Planningdocumentlibrariesforrecordsretention......................................................................17Planningmetadata......................................................................................................................18Planningrecordsmetadata.....................................................................................................18Planningadditionalmetadata..................................................................................................19Planningpolicies...........