#SharePoint Record Library- Creating, Using and Deleting

Some times in SharePoint daily work, it’s required to have a type of documents that’s accidentally couldn’t be deleted or working as a solid archive, yet you can think of the Record Library, So what is Record Library?

It is a document library but with a Records Management slant. It is available in the Records Center site by default but won`t be available in any of the other site templates.

So if you need such type, go to your site actions and choose Sites category and then create a Record Center site..

But what if i need it within my site collection ? any idea?

If you tried to add a new Record Library like adding new document library or list library, you will not find any library template called record library like below:

So what ?!

fortunately you can add a record library by following this steps:

  1. go to your site action and choose site settings
  2. Go to Site collection features and find the feature called {In Place Records Management} and activate it (if not already activated)

3. Now go to site actions and choose more options to create your Record Library you will find its template like other templates:

4. Now you have your Record Library you can add your files as you want.

Now , before you add any files if you decide to delete this library just go to library settings and choose delete this document library:

If you have added any files and try to delete it, you will not be able to do so like below Error:

Because the item is locked as read-only, so what shall you do to delete such item?? and even if you have try to delete the Record Library you will not find delete this document library as before !!

1- Go to Library settings and choose Record declaration settings, do like the below

uncheck Automatically declare items as records when they are added to this list, and choose  Always allow the manual declaration of records:

2- Go to the files want to delete it, and open its property menu and select Compliance Details like below :

Then from the window opened select Undeclare Record:

Now try to delete the file, it will be deleted without the Error you see before.

 

OK, so my record library now is free of files can i delete it ??

yet you can but after one day :D, why ??!!!

because there is a job service associated with this kind of record libraries,This job generates reports about items on hold and removes items from holds that are pending release, you will now go to your Central Administration —-> Monitoring —->Job Definition  and select the Hold Processing and Reporting job, All you will do is running the job now :

After a min or less, you can go to your Record Library and choose library settings, you will find Delete this document library option again.

for your note:

this is the only way i know to delete your items or even your Record Library.

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About Hossam Kamal

Hossam Kamal Senior SharePoint Developer with high development skills in C#, ASP.NET, SharePoint Server Technologies, jQuery, CSS, XML, O.O.D, SSRS and MS.SQL Server.
This entry was posted in SharePoint Configurations, SharePoint General. Bookmark the permalink.

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