An important aspect of good records management is the overall organization and archival of items or documents. You can use the Content Organizer as a gatekeeper for documents submitted to any site where the feature has been enabled. Instead of directly uploading an item to a library or folder, you provide metadata information for an item and, based on predefined routing rules, the item is then automatically routed to the correct library and folder. To learn about creating rules to route documents, see the links under See Also.
Another important aspect of using the Content Organizer for records management is that a record manager’s folder structure is often used for more than just organization and navigation. Record managers are likely to apply permissions and policies to specific locations within their records management system. Since the Content Organizer can route documents to those locations, permissions and polices are automatically applied to the documents. To learn more about applying permissions and polices to a list or library, see the links under See Also.
Configure the Content Organizer to route documents
Note You must have at least Site Owner permissions to configure the Content Organizer.
- Navigate to the site for which you want to configure the Content Organizer to automatically route documents to specified locations.
- Click Site Actions , and then click Site Settings.
- Under Site Administration, click Content Organizer Settings.
Note The Content Organizer Settings link is available only if the Content Organizer feature has been enabled for the site. To learn how to activate site features, see the links under See Also.
- In the Redirect Users to the Drop Off Library section, select the check box to enforce the use of the Content Organizer.
This will redirect users to the Drop Off Library if they attempt to add a record to any library or list that has at least one organizer rule associated with it. To learn how to create Content Organizer rules see topics in the See Also section.
Note If routing enforcement is enabled, any content uploaded to the site, no matter the location, will be routed to the final location using a rule. If routing enforcement is disabled, you can still use the Content Organizer by uploading to the Drop Off library. Documents uploaded to the Drop Off library, however, will not follow Content Organizer rules to route them to their final locations.
- In the Sending to Another Site section, select the checkbox if you want to enable routing documents across site collections.
- In the Folder Partitioning section, select the Create subfolders after a target location has too many items check box to automatically create subfolders after a location has exceeded a specified number of items.
- In the Number of items in a single folder box, type the number of documents that can be stored in a folder before a new one is created.
- In the Format of folder name box, specify the naming convention for any new folders that are created.
Note Text you enter before the “%1” becomes part of the folder name – with a 255 character limit – and the “%1” is replaced by the date and time the new folder is created.
- In the Duplicate Submissions section, select whether you want duplicates to use the versioning feature, or whether duplicates should always have unique characters appended to the item’s filename.
- Select the checkbox in the Preserving Context section if you want to save audit logs or metadata as an audit entry on the submitted item or document.
Note Audit logs are available by right-clicking next to the item and selecting Compliance Details and then selecting Generate audit log report on the Compliance Details dialog.
- In the Rule Managers section, enter user or group names that will be rules managers in your organization. Rule managers must have Manage Web Site permissions access the Content Organizer rules setting page. To learn more about Content Organizer rules, see the links under See Also.
- Select the appropriate checkboxes to have e-mails automatically sent to the rules managers when a submission does not match a Content Organizer rule, or when any content gets submitted to the Content Organizer.
Note Email must be configured for the server for these checkboxes to be enabled.
- The Submission Points section provides the necessary information for sending content from other sites or e-mail messaging software to the current site.
Tip This section gives you the URL of the Web service to submit content to the site in case you want to create a workflow or custom solution to submit documents from an email system.
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