Records Center and Document Sets

Got this question asked last week for the second time.  What happens when you submit a document set to a record center?  Can you even do it?  Answers please!  Here we go…

Can you submit a document set to a records center? 

  • Yes!  it is not the typical "Send To->" menu in the drop down, but it does say "Send to another location", then you are presented your send to options. The directory is turned into a ZIP file and submitted!  Jury is still out on if this is a good way to go or not.

What happens if the document set is versioned?  Do the versions get submitted? 

  • No, only the latest version is submitted to the records center.  However, when the record is submitted, if it has the same name as another "record" it will get a unique ID appended to the record's file name.  This means that on top of every version that you submit and approve, you will also need to submit the record to the record center to keep track of its progress.  It will not move automatically if you don't do this.

 What will happen if you submit a document set with a document set?

  • You can't put a document set inside another document set.  At least, not with the UI anyway.  NOTE:  A document set is a folder, folders CAN contain folders and with some database magic you can make this occur. 

Therefore, what happens when you have a document set with a folder and/or a zip file in it? 

  • Simiarly, you can't add folders to a document set! You can however add a zip file to the document set, this works simiarly to simply adding a zip to a zip.  NOTE:  The zipping code is calling .NET Packaging and that's why you get the extra items like "_rels" and "resources" in the file.  I do a similar call in my course bulider tool

Can you rate a Document Set?

  • No, just like folders, you cannot rate a document set

Can you rate documents in a Document Set?

  • Yes, a document set is just like a folder and therefore any document inside of it can be rated.



SharePoint 2010 Records Center Greatly Improved

So far I am very impressed with the new Records Center site definition and architecture of SharePoint 2010.  Some of the new features include:

  • New and informative page for administering the Records Center (allows newbies to work with the record center easily)
  • Routing Rules based on submitted record properties (not just the content type anymore) – COOL
  • Routing to a different site (not just on the Records center site only anymore) – NICE
  • Routing Priority (allows for more complex routing scenarios)
  • Retention expiration can be based off of the typcial fields (ModifyDate, CreateDate) and a new one called "Declared Record" (when it was defined as a record)
  • On Expiration has the following actions:
    • Move to Recycle Bin
    • Permanently Delete
    • Transfer to Another Location
    • Start a workflow
    • Skip to Next Stage
    • delete Previous drafts
    • Delete all previous versions

At a farm level you can:

  • Configure Send To Connections by Web Application (versus Farm in 2007)
  • Allow multiple send to Connections
  • Three options on "Send" event (Copy, Move, Move and leave link)
  • On submission, the final "resting" place is returned for the item

Nice changes!