使用记录版本控制来更新存储在 SharePoint 或 OneDrive 中的记录Use record versioning to update records stored in SharePoint or OneDrive

Microsoft 365 安全性与合规性许可指南Microsoft 365 licensing guidance for security & compliance.

备注

由于监管记录会阻止编辑,因此不提供适用于监管记录的版本控制。Because regulatory records block editing, record versioning is not available for regulatory records.

能够将文档标记为记录并限制可对该记录执行的操作是任何记录管理解决方案的重要目标。The ability to mark a document as a record and restrict actions that can be performed on the record is an essential goal for any records management solution. 但是,用户创建后续版本时也可能需要开展协作。However, collaboration might also be needed for people to create subsequent versions.

例如,你可以将销售合同标记为记录,但需要使用新条款更新合同,并将最新版本标记为新记录,同时保留先前的记录版本。For example, you might mark a sales contract as a record, but then need to update the contract with new terms and mark the latest version as a new record while still retaining the previous record version. 对于这些类型的方案,SharePoint 和 OneDrive 现在支持 记录版本控制For these types of scenarios, SharePoint and OneDrive support record versioning. OneNote 笔记本文件夹不支持记录版本控制。OneNote notebook folders don't support record versioning.

若要使用记录版本控制,首先标记文档并将其标记为记录To use record versioning, you first label the document and mark it as a record. 完成此操作后,名为“记录状态”的文档属性将显示在保留标签旁边,初始记录状态为“已锁定”。At this point, a document property, called Record status is displayed next to the retention label, and the initial record status is Locked.

现在,可执行下列操作:You can now do the following things:

  • 通过解锁和锁定记录状态属性,持续编辑文档的各个版本并将其保留为记录。Continually edit and retain individual versions of the document as records, by unlocking and locking the Record status property. 只有当“记录状态”属性设置为“已锁定”时,才会保留新版本的记录。Only when the Record status property is set to Locked is a new version of the record retained. 在已锁定和已解锁之间切换可降低保留不必要的文档版本和副本的风险。This toggle of locked and unlocked reduces the risk of retaining unnecessary versions and copies of the document.

  • 将文档自动保存在位于网站集内的本地记录存储库中。Have the records automatically stored in an in-place records repository located within the site collection. SharePoint 和 OneDrive 中的每个网站集将内容保存在其保留库中。Each site collection in SharePoint and OneDrive preserves content in its Preservation Hold library. 记录版本保存在此库中的“记录”文件夹内。Record versions are stored in the Records folder in this library.

  • 保存包含所有版本的始终更新的文档。Maintain an evergreen document that contains all versions. 默认情况下,每个 SharePoint 和 OneDrive 文档的项菜单上都有可用的版本历史记录。By default, each SharePoint and OneDrive document has a version history available on the item menu. 在此版本历史记录中,你可以轻松查看哪些版本是记录并查看这些文档。In this version history, you can easily see which versions are records and view those documents.

提示

对具有删除操作的记录版本控制使用具有删除操作的记录版本时,建议同时配置保留设置 基于: 开始保留期 在项目被标记为When you use record versioning with a retention label that has a delete action, consider configuring the retention setting Start the retention period based on: to be When items were labeled. 设置此标签后,将重置每个新记录版本的保留期开始,这样可确保在较新版本之前删除较旧版本。With this label setting, the start of the retention period is reset for each new record version, which ensures that older versions will be deleted before newer versions.

对于具有将项标记为记录的保留标签的任何文档,记录版本控制自动可用。Record versioning is automatically available for any document that has a retention label that marks the item as a record. 当用户使用详细信息窗格查看文档属性时,可以将“记录状态”从“已锁定”切换为“已解锁”。When a user views the document properties by using the details pane, they can toggle the Record status from Locked to Unlocked. 执行此操作即可在保留库的“记录”文件夹中创建一个记录,该记录将在其中保存剩余的保留期。This action creates a record in the Records folder in the Preservation Hold library, where it resides for the remainder of its retention period.

当文档处于已解锁状态时,拥有标准编辑权限的任何用户均可编辑此文件。While the document is unlocked, any user with standard edit permissions can edit the file. 但是,用户无法编辑此文件,因为它仍然是记录。However, users can't delete the file, because it's still a record. 完成编辑后,用户可再次将“记录状态”从“已解锁”切换回“已锁定”,此状态下可阻止用户进一步编辑该记录。When editing is complete, a user can then toggle the Record status from Unlocked to Locked, which prevents further edits while in this status.

标记为记录的文档上的记录状态属性

锁定和解锁记录Locking and unlocking a record

在向文档应用将内容标记为记录的保留标签后,任何拥有参与权限或更窄权限水平的用户可解锁记录或锁定未解锁的记录。After a retention label that marks content as a record is applied to a document, any user with Contribute permissions or a narrower permission level can unlock a record or lock an unlocked record.

记录状态显示记录文档已解锁

当用户解锁记录时,将会发生以下操作:When a user unlocks a record, the following actions occur:

  1. 如果当前网站集没有保留库,将会创建一个。If the current site collection doesn't have a Preservation Hold library, one is created.

  2. 如果保留库没有“记录”文件夹,将会创建一个。If the Preservation Hold library doesn't have a Records folder, one is created.

  3. “复制到”操作会将文档的最新版本复制到“记录”文件夹。A Copy to action copies the latest version of the document to the Records folder. “复制到”操作仅包含最新版本,不包含先前版本。The Copy to action includes only the latest version and no prior versions. 此复制的文档现在被视为文档的记录版本,其文件名格式为:[标题 GUID 版本#]This copied document is now considered a record version of the document, and its file name has the format: [Title GUID Version#]

  4. 在“记录”文件夹中创建的副本已添加到原始文档的版本历史记录中,此版本将在注释字段中显示“记录”一词。The copy created in the Records folder is added to the version history of the original document, and this version shows the word Record in the comments field.

  5. 原始文档现已成为可编辑但不可删除的新版本。The original document is a new version that can be edited, but not deleted. 文档库列“项为记录”仍显示“”值,因为文档仍是记录,即使它现在可以编辑。The document library column Item is a Record still shows the Yes value because the document is still a record, even if it can now be edited.

当用户锁定记录时,原始文档同样无法编辑。When a user locks a record, the original document again can't be edited. 但是,是解锁记录的操作将版本复制到保留库中的“记录”文件夹。But it is the action of unlocking a record that copies a version to the Records folder in the Preservation Hold library.

记录版本Record versions

用户每次解锁记录时,最新版本将复制到保存保留库,且该版本包含版本历史记录的 批注 字段中 "记录 "的值。Each time a user unlocks a record, the latest version is copied to the Preservation Hold library, and that version contains the value of Record in the Comments field of the version history.

保留库中显示的记录

要查看版本历史记录,请在文档库中选择一个文档,然后在项菜单中单击“版本历史记录”。To view the version history, select a document in the document library and then click Version history in the item menu.

存储记录的位置。Where records are stored

记录保存在网站集顶层站点的保留库内的“记录”文件夹中。Records are stored in the Records folder in the Preservation Hold library in the top-level site in the site collection. 在顶层站点的左侧导航中,选择“网站内容>”,“保留库”In the left navigation on the top-level site, choose Site contents > Preservation Hold Library.

保留库



保留库中的“记录”文件夹

有关保存保留库工作原理详细信息,请参阅 如何为 SharePoint 和 OneDrive 应用设置For more information about how the Preservation Hold library works, see How retention works for SharePoint and OneDrive.

搜索记录版本控制事件的审核日志Searching the audit log for record versioning events

锁定和解锁记录的操作会记录在审核日志中。The actions of locking and unlocking records are logged in the audit log. 文件和页面活动,选择 记录状态为"已锁定 ",然后选择" 记录状态为From File and page activities, select Changed record status to locked and Changed record status to unlocked.

有关搜索这些事件详细信息,请参阅 安全与合规中心中搜索审核日志For more information about searching for these events, see Search the audit log in the Security & Compliance Center.

后续步骤Next steps

有关记录管理所支持的其他方案,请参阅记录管理常见方案For other scenarios supported by records management, see Common scenarios for records management.