規劃將使用中文件轉換為 SharePoint Server 中的記錄的方式Plan ways to convert active documents to records in SharePoint Server

摘要:了解使用者可以轉換為使用中文件在 SharePoint Server 中的 「 記錄中心 」 網站中的記錄的方式。Summary: Learn ways that users can turn active documents into records in the Records Center site in SharePoint Server.

發展檔案計劃和設計 SharePoint Server 中的記錄管理解決方案之後,規劃在組織中-電子方式使用中文件及要成為記錄的硬碟複製。本文檢閱您可用於宣告使用中文件為記錄及建議規劃檔案計劃中的項目要成為記錄的方式的其中一個方法的技術。After you develop a file plan and design your records management solution in SharePoint Server, plan how active documents in your organization - electronic and hard copy - will become records. This article reviews techniques that you can use to declare active documents to be records and suggests one way to plan how items in your file plan will become records.

轉換使用中文件為 SharePoint Server 中的記錄的技術 (英文)Techniques for converting active documents to records in SharePoint Server

您可以使用下列技術,將使用中的文件轉換為記錄:You can use the following techniques convert active documents to records:

  • 手動宣告文件為記錄。Manually declaring a document to be a record.

  • 定義宣告文件為記錄的原則,或在特定時間將文件傳送至記錄中心網站。Defining a policy that declares a document to be a record or sends a document to a Records Center site at a specified time.

  • 建立傳送文件至記錄中心網站的工作流程。Creating a workflow that sends a document to a Records Center site.

  • 使用以 SharePoint 物件模型為基礎的自訂解決方案。Using a custom solution that is based on the SharePoint object model.

手動建立記錄Creating records manually

如果文件庫啟用就地記錄管理,使用者可以明確宣告是由編輯文件的符合性的詳細資訊記錄的文件庫中的文件。網站集合管理員網站集合管理員可讓就地記錄管理,當指定誰應該能夠宣告及解除-宣告記錄及使用者應該能夠編輯或刪除文件後的是否會變成記錄。If in-place records management is enabled for a document library, users can explicitly declare a document in the library to be a record by editing the document's compliance details. When the site collection administrator enables in-place records management, the site collection administrator specifies who should be able to declare and un-declare records, and whether users should be able to edit or delete documents after they become records.

如果建立記錄中心網站的連線,使用者可以手動傳送文件至記錄中心網站使用傳送至] 命令。當伺服器陣列管理員會將設定記錄中心網站的連線時,此命令會變成可在使用中的所有文件。根據連線的設定方式的文件可以是複製到 「 記錄中心 」 網站、 移至 「 記錄中心 」 網站,或是移至 「 記錄中心 」 網站與維護的文件的連結。If a connection to a Records Center site was created, users can manually send documents to the Records Center site by using the Send to command. When a farm administrator configures a connection to the Records Center site, this command becomes available on all active documents. Depending on how the connection is configured, documents can be either copied to the Records Center site, moved to the Records Center site, or moved to the Records Center site with a link to the document maintained.

雖然手動將記錄傳送至記錄中心網站針對大型解決方案而言並不實用,但是您可用以輔助其他建立記錄的方法。Although manually sending records to the Records Center site is not a practical large-scale solution, you can use it to supplement other methods of creating records.

定義原則Defining a policy

「保留原則」會指定在某些時間點對文件執行的動作。原則動作會自動產生;使用者不需要啟動動作。A retention policy specifies actions to take on documents at certain points in time. Policy actions occur automatically. Users do not have to start the action.

有兩個原則動作特別可聯手管理記錄:傳送文件至其他位置,以及宣告文件為記錄。若存在記錄中心網站的連線,您可建立傳送文件至記錄中心網站的原則。此原則也指定是否將文件複製到記錄中心網站、移動文件,或移動文件並在文件庫中留下連結。若網站啟用就地記錄管理,您可建立宣告文件為記錄的原則。您也可以使用 SharePoint 物件模型建立自訂動作。Two policy actions relate specifically to managing records: transferring a document to another location, and declaring a document to be a record. If a connection to a Records Center site exists, you can create a policy that sends documents to a Records Center site. The policy also specifies whether to copy the document to the Records Center site, move it, or move it and leave a link in the document library. If in-place records management is enabled for the site, you can create a policy that declares a document to be a record. You can also use the SharePoint object model to create a custom action.

保留原則可有多個階段。例如,您可以建立保留原則,在上次變更文件一年後,刪除所有舊版文件;並在上次變更文件五年後,將文件傳送至記錄中心網站。A retention policy can have multiple stages. For example, you could create a retention policy that deletes all earlier versions of a document one year after the document was last changed, and transfers the document to a Records Center site five years after the document was last changed.

若網站啟用就地記錄管理,網站可能包含使用中的文件與記錄。在此情況下,您可為使用中的文件與記錄指定不同的保留原則。例如,您可建立原則,在建立文件兩年後,宣告使用中的文件為記錄,並建立次要原則,在宣告文件為記錄七年後,刪除該記錄。If in-place records management is enabled for a site, the site can contain both active documents and records. In this case, you can specify different retention policies for active documents and records. For example, you could create a policy that declares an active document to be a record two years after the document was created, and create a second policy that deletes a record seven years after it was declared to be a record.

建立工作流程Creating a workflow

當您使用 SharePoint Designer 建立工作流程時,您可以新增要將項目傳送至存放庫的動作。您可以使用此巨集指令,來建立文件傳送至記錄中心網站的工作流程。您也可以包含工作流程中的其他動作。例如,您無法建立工作流程傳送電子郵件訊息給要求核准的文件的作者,然後將文件傳送至記錄中心網站。您可以藉由建立執行新的工作流程一年以上之後建立的文件的保留原則合併原則和工作流程。When you use SharePoint Designer to create a workflow, you can add an action to send an item to a repository. By using this action, you can create workflows that send documents to a Records Center site. You can also include other actions in the workflow. For example, you could create a workflow that sends an email message to a document's author requesting approval, and then sends the document to a Records Center site. You could combine policies and workflows by creating a retention policy that runs the new workflow one year after a document is created.

您可以使用 SharePoint 物件模型來建立自訂工作流程,將檔案複製到記錄中心網站。將檔案傳送到記錄中心網站的工作流程,可整合至文件管理系統,成為引導文件完成其生命週期之工作流程的一部分。針對可預測生命週期的文件類型 (例如費用報表),您可以實作引導文件完成其不同階段的工作流程,並在最後一個步驟,將文件複本傳送至記錄中心網站。透過建立新文件,即可觸發此工作流程。You can also use the SharePoint object model to create a custom workflow that copies files to the Records Center site. A workflow that sends files to the Records Center site can be integrated into your document management system as part of a workflow that guides a document through its life cycle. For document types that have a predictable life cycle, such as expense reports, you could implement a workflow that guides the document through its various stages and, as a final step, sends a copy of the document to the Records Center site. The workflow could be triggered by creating a new document.

使用自訂解決方案Using a custom solution

您可以開發Microsoft.Office.RecordsManagement.OfficialFileWSProxy命名空間中使用物件將其他資料來源的內容傳送至記錄中心網站的自訂解決方案。如需如何實作使用 SharePoint Server 物件模型的自訂解決方案的詳細資訊,請參閱 SharePoint Server軟體開發套件(https://go.microsoft.com/fwlink/p/?LinkId=259788)。You can develop custom solutions that use objects in the Microsoft.Office.RecordsManagement.OfficialFileWSProxy namespace to send content from other data sources to the Records Center site. For more information about how to implement custom solutions using the SharePoint Server object model, see the SharePoint Server Software Development Kit (https://go.microsoft.com/fwlink/p/?LinkId=259788).

完成您的計劃Completing your plan

在您開發檔案計畫並檢閱用以將內容移至記錄中心網站的方法之後,請決定要如何將各種記錄傳送至記錄中心網站,以完成您的檔案計畫。需考量的事項如下:After you develop the file plan and review the methods for moving content into the Records Center site, complete your file plan by determining how to send each kind of record to the Records Center site. The things to consider include the following:

  • 需強制遵守規定或隨意?Is compliance enforced or voluntary?

  • 您可以仰賴組織中使用者的合作以遵守記錄管理程序嗎? 一般而言,最好避免手動程序。但如有需要,請建立適當的訓練及監視,以確保小組遵守規定。Can you depend on the cooperation of users in your organization to comply with records management processes? In general, avoid manual processes. However, where they are needed, create suitable training and monitoring to make sure that team compliance.

  • 內容會儲存在 SharePoint Server 文件管理伺服器上吗?Will content be stored on SharePoint Server document management servers?

  • 對於實體內容您有加以維護嗎? 管理使用中的實體內容 (例如紙本或 CD-ROM),以及將其傳送至記錄存放庫以供保留 (並追蹤記錄中心網站中的記錄),都需要獨特的規劃,但不在本主題的涵蓋範圍之內。 例如,若無書面文件的電子版,可能需要使用具有相關的原則與工作流程的清單追蹤該項目。Are you maintaining physical content? Managing active physical content, such as hard copy or CD-ROM, and sending it to a records vault for retention (together with tracking the record in a Records Center site) requires unique planning not described in this topic. For example, if no electronic version of a paper document exists, you might have to track the item by using a list that has associated policies and workflows.

下表說明範例檔案計畫中的某些記錄要如何移至記錄中心網站:The following table shows how some records in a sample file plan will move to a Records Center site:

文件Documents 描述Description 媒體Media 在來源位置Source location 變成記錄...Becomes a record...
福利計劃Benefit plan
員工福利計劃的描述。Description of employee benefit plan.
網頁Web pages
SharePoint Server 文件庫SharePoint Server document library
使用與到期原則相關的自訂工作流程Using a custom workflow associated with expiration policy
保險計劃Insurance plan
員工保險計劃的描述。Description of employee insurance plan.
列印Print
在 SharePoint Server 中的清單項目相關聯的實體文件Physical document associated with list item in SharePoint Server
傳送至實體存放庫,並在記錄中心網站中建立清單項目進行追蹤 (使用條碼)By sending it to a physical vault and creating a list item in the Records Center site to track (using a barcode)
薪資工時表Payroll timesheets
工作、加班及支付薪資時數的摘要。Summaries of hours worked, overtime, and salaries paid.
電子文件Electronic documents
薪資記錄伺服器不根據 SharePoint ServerPayroll records server not based on SharePoint Server
使用自訂程式Using a custom program
產品開發檔案Product development files
產品及相關文件的規格。Specifications of products and associated documents.
電子文件Electronic documents
SharePoint Server 文件庫SharePoint Server document library
使用與到期原則並手動使用 [傳送至命令相關聯的自訂工作流程Using custom workflow associated with expiration policy and manually by using Send to command