Records Center Illustrated Primer - Part II
We resume our series with creating a Document Library in the Records Center to hold our incoming Analysis Documents. When we do a "Send To" from where the document was created, and push it to Records Center, it needs somewhere to land. Go to the Records Center Site we created, and create a Document Library
...then...
...and...
...which will create...
Next is the important step that distinguishes this document library from a "regular" one - adding the Policy we created that describes how to handle disposition of records contained in it over time. Go to Document Library Settings in our newly created Document Library, and under Permissions and Management choose Information Management Policy Settings
Specify our Site Collection Policy that we created before, "Delete docs after 3 years" and click OK
To create a new Record Routing, click New under the Record Routings (there's already a default "Unclassified Records" one, but we want our Analysis Docs to follow a different routing).
Important Note: The Location indicates the name of the Document Library where the records will be routed to. Be careful and spell this correctly (it would have been nice if this was a drop down where you could choose from a list of all Document Libraries in this site instead). We also created an alias of the singular "Analysis Document" without the "s" on the end, in case people want to refer to the routing in its singular form.
Now we have the "landing strip" set up for our documents, how to we instruct them to fly there? We need to set up the External Service Connection to allow Web-Services-based submission into our document library, using "Send To". We've been working in your SharePoint site thus far. Now you need to jump over to Central Administration, which may be on a different port/URL at your company. Under the Application Management tab in Central Administration, choose Records center (first entry under External Service Connections)
This part is a little tricky. You need to figure out the URL of your Web Services page for your Records Center site. It is the base URL for your site, with /trc/_vti_bin/officialfile.asmx appended to it. Recall that the base URL is the one we chose back in the "Use the Records Center Template, which is under the Enterprise group. Give your Record Center a name (Records Center, Record Center, etc) and URL." step from Part I of this article series (diagram of that step is repeated here, for reference):
For example, your URL might look like http://mysite.com/recordcenter/trc/_vti_bin/officialfile.asmx. This goes in the URL field of "Configure Connection to Records Center". A little sanity check to make sure you have the URL right before you click OK - open a new browser window, and try out the URL in there. You should see the .asmx page come up:
You can then cut/copy that URL back to your original browser window and paste it into the URL field in Configure Connection to Records Center, confident that you have the URL right. Click OK and now we're ready to start pushing documents into the Records Center using "Send To"
In the next part of this series, we'll create a Document Library that the users will use day-to-day, and test their ability to route documents into the Analysis Documents library in Records Center using "Send To".