Archiving documents in SharePoint 2010 OTB
There might be other ways of setting this up but I thought I should write about a way of achieving this by purely utilising SharePoint 2010 out-of-the-box features.
You have a document library, we will call it Documents, that has a custom Content Type (we will call it ER Documents). Based on a certain criteria, lets say 6 months after a document has been approved, you would like to archive the document by moving it to another document library called ‘ER Compliance Archived Documents’.
You have two identical document libraries setup with the same content type enabled.
The solution involves:
- Enabling the Content Organizer Feature
- Creating a Content Organizer Rule
- Configuring a ‘send to’ connection
- Configuring the Document Library
Enabling the Content Organizer Feature
On the root web of your Site Collection browse to Site Actions > Site Settings > Manage Site Features and activate the ‘Content Organizer’ Feature.
After this feature is activated you will notice two new options in Site Settings (highlighted in the screenshot below) and a new document library called ‘Drop Off Library’:
Click on ‘Content Organizer Settings’ and make a note of the Web Service URL:
Creating a Content Organizer Rule
Click on the ‘Content Organizer Rules’ link and add a new item to create a new rule and set it up as below (click on the image if it appears a bit blurred):
This rule basically specifies where and how to route the archived documents.
Configuring a ‘send to’ connection
Browse to Central Administration > General Application Settings > Configure send to connections. Select the correct Web Application and create a new send to connection by filling out the form as below pasting the Web Service URL you copied earlier:
Click on ‘Add Connection’ and then ‘OK’.
Configuring the Document Library
Browse to the main ‘Documents’ document library > Library Settings > Information management policy settings > ER Documents (this is our content type) > Check ‘Enable Retention’ and fill the form out as below:
Testing the solution
Add a document that matches the archiving criteria (i.e. Approval Date more than 6 months ago).
Go to Central Administration > Monitoring > Review job definitions > select your Web Application and manually run the ‘Information management policy’ timer job. This job process and marks the documents, that match the criteria we have setup, for transfer. After the job has completed manually run the ‘Expiration policy’ timer job this timer job does the actual transfer of the marked documents.
After this the relevant documents that match the Information management policy criteria will be moved to the archived library.
You can also test this manually by browsing to the ‘Documents’ document library> Accessing the context menu > Send to > ER Compliance Archive (screenshot below).
The document should then appear in the archive document library. Please note that the manual send to method moves the document immediately but it is a useful way of testing whether you have configured the routing correctly.