Required Metadata for Record Routing Types

SharePoint 2007

Because each record routing type storage location is a SharePoint document library, you set the required metadata for that record routing type by defining the columns you assign to the document library.

When a file is submitted, the records center site determines its record routing type, and examines the metadata submitted with the file. Any file metadata properties that match the document library properties are promoted and stored at the library level. Metadata submitted with the file that does not match any document library properties is converted into an XML document, named fileName.xml, where fileName is the name of the file submitted (this includes the random number appended to the original file name to prevent a later version of a file from overwriting an earlier version). This XML document is stored in a subdirectory of the document library, named Properties.

Similarly, the records center site converts the file's audit history into an XML document, named fileName.xml, where fileName is the name of the file submitted (this includes the random number appended to the original file name to prevent a later version of a file from overwriting an earlier version). This XML document is stored in another subdirectory of the document library, named AuditHistory.

For more information about creating columns, see Columns in the Microsoft Windows SharePoint Services 3.0 SDK.

Records repository file submission process

If the metadata that accompanies the file is incomplete, it is placed in a temporary storage location. The records center site then passes a URL back to the submitting application or technology. This is the URL of a page where the user can enter the remaining required metadata for the file. This URL is access controlled so that only the user who submitted the file can enter metadata for it.

In cases where the submitting technology is Windows SharePoint Services, it does the following:

  • If the file was submitted manually, Windows SharePoint Services navigates the user to the URL so that they can enter the missing required metadata and update the submission.

  • If the file was submitted by using Automation, Windows SharePoint Services returns an XML structure that specifies that more information is necessary. This XML structure includes the URL to which the user must navigate to enter the required metadata.

The file stays in the temporary storage location until the user enters the required metadata. After the user does this, Office SharePoint Server 2007 moves the file to the appropriate record routing type location.

You can apply a retention policy to the temporary storage location, so that if a file does not have the required metadata when its retention limit is reached, it is deleted.

For more information about the sequence of steps Office SharePoint Server 2007 takes to process and store submitted files, see Record Center File Processing.

For more information about policies, see Introduction to Information Management Policy.

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