使用 SharePoint Server 記錄封存或就地管理記錄Use a SharePoint Server records archive or manage records in place

摘要:決定要在 SharePoint Server 中選擇的記錄管理方法。Summary: Decide which records management approach to choose in SharePoint Server.

您可以在 SharePoint Server 中管理封存中的記錄或您可以管理相同文件存放庫中作為使用中文件的記錄。使用 SharePoint Server 就地方法,當您宣告文件已經成為記錄、 記錄仍會維持原狀,但 SharePoint Server 現在管理其為記錄。例如,文件可能會取得不同保留原則時宣告為記錄,或使用者可能無法加以編輯。In SharePoint Server you can manage records in an archive, or you can manage records in the same document repository as active documents. By using the SharePoint Server in-place approach, when you declare that a document has become a record, the record remains in place, but SharePoint Server now manages it as a record. For example, a document might get a different retention policy when it is declared to be a record, or users might be unable to edit it.

您也可以使用混合方法。例如,您可以連同使用中文件就地保留記錄兩年,然後在專案完成時,將記錄移至記錄封存。A hybrid approach is also possible. For example, you could keep records in place with active documents for two years, and then move records to a records archive when a project is completed.

當您考慮要在與建立文件不同的「記錄中心」網站,或在與建立文件相同的共同作業網站上管理記錄時,請考慮下列問題:As you think about whether to manage records in a separate Records Center site or in the same collaboration site in which the documents were created, consider the following questions:

  • 共同作業網站的管理是否適合管理記錄?您的企業是否必須遵守強制隔離記錄與使用中文件的法規需求?是否可信任共同作業網站的管理員,由他們管理包含記錄的網站?您可能想將記錄儲存到存取限制比共同作業網站還嚴格的網站,或儲存到依不同排程備份的網站。Is the governance of the collaboration site appropriate for managing records? Is your industry subject to regulatory requirements that mandate records be separated from active documents? Should the administrator of a collaboration site be trusted to manage a site that contains records? You might want to store records in a site that uses more restricted access than the collaboration site, or in a site that is backed up on a different schedule.

  • 使用共同作業網站的時間長度?若記錄的保留時間必須比專案的進行時間長,請選取就地記錄管理策略,這表示即使不再使用共同作業網站,仍必須維護該網站。How long will the collaboration site be in use? If records will have to be kept for longer than the project is ongoing, selecting an in-place records management strategy means that you will have to maintain the collaboration site even after it is no longer used.

  • 專案成員是否需要在文件成為記錄後,經常存取文件?若使用就地方法,不論文件為使用中或記錄,專案成員一律會以相同方式存取文件。Will the project members need frequent access to the documents after the documents have become records? If you use an in-place approach, project members can access documents in the same manner regardless of whether the documents are active or are records.

  • 組織中的記錄管理員僅負責記錄,或負責所有資訊 (不論資訊為使用中或記錄)?若記錄管理員僅負責正式記錄,使用不同的「記錄中心」網站對他們而言可能比較方便。Are records managers in your organization responsible for only records, or are they responsible for all information, regardless of whether it is active or a record? If records managers are responsible only for official records, having a separate Records Center site might be easier for them.

下表說明在記錄中心中處理記錄以及在共同作業網站中就地管理記錄之間的差異。呈現差異的觀點來自於記錄管理員與專案小組中共同作業的員工。The following table describes differences between what you can do with records in a record center and with records that are managed in-place in a collaboration site. The differences are presented from the point of view of both records managers and employees collaborating on a project team.

記錄封存與就地記錄之間的差異Differences between a records archive and in-place records

因素Factor 記錄封存Records archive 就地記錄In-place records
管理記錄保留Managing record retention
內容組合管理會自動將置於新記錄正確的資料夾中封存的檔案計劃,根據中繼資料。The content organizer automatically puts new records in the correct folder in the archive's file plan, based on metadata.
視目前的內容類型或位置而定,記錄與使用中文件可能會有不同的原則。There may be different policies for records and active documents based on the current content type or location.
限制可檢視記錄的使用者Restrict which users can view records
是。封存會指定記錄的權限。Yes. The archive specifies the permissions for the record.
否。當文件成為記錄時,權限不會變更。但是,您可以限制可編輯及刪除記錄的使用者。No. Permissions do not change when a document becomes a record. However, you can restrict which users can edit and delete records.
方便尋找記錄 (記錄管理員適用)Ease of locating records (for records managers)
更容易。所有記錄集中在一個位置。Easier. All records are in one location.
更困難。記錄分散在多個共同作業網站。Harder. Records are spread across multiple collaboration sites.
以記錄方式維護所有文件版本Maintain all document versions as records
使用者必須將每個文件版本明確傳送至封存。The user must explicitly send each version of a document to the archive.
自動,假定已開啟版本設定。Automatic, assuming versioning is turned on.
方便尋找資訊 (小組共同作業人員適用)Ease of locating information (for team collaborators)
更困難,不過可在文件成為記錄時,將文件的連結新增至共同作業網站。Harder, although a link to the document can be added to the collaboration site when the document becomes a record.
共同作業網站的雜亂度Clutter of collaboration site
共同作業網站僅包含使用中文件。Collaboration site contains only active documents.
共同作業網站包含使用中及非使用中文件 (記錄),不過您可以建立檢視僅顯示記錄。Collaboration site contains active and inactive documents (records), although you can create views to display only records.
稽核記錄的能力Ability to audit records
依存於共同作業網站的稽核原則。Dependent on audit policy of the collaboration site.
系統管理安全性Administrative security
記錄管理員可管理記錄封存。A records manager can manage the records archive.
共同作業網站管理員具有管理記錄與使用中文件的權限。Collaboration site administrators have permission to manage records and active documents.

下表說明兩個記錄管理方法之間的差異,這些差異可能會影響您管理 IT 資源的方式。The following table describes differences between the two records management approaches that might affect how you manage IT resources.

記錄封存與就地記錄之間的資源差異Resource differences between a records archive and in-place records

因素Factor 記錄封存Records archive 就地記錄In-place records
管理的網站數目Number of sites to manage
網站更多。換句話說,除了共同作業網站之外,還有獨立的封存。More sites. That is,, there is a separate archive in addition to collaboration sites.
網站更少。Fewer sites.
減輕共同作業網站上的資料庫大小壓力。Relieves database size pressure on collaboration sites.
更快達到網站集合大小上限。Maximum site collection size reached sooner.
方便管理Ease of administration
記錄使用不同的網站或伺服器陣列。Separate site or farm for records.
除了含有使用中文件的網站所需的佈建工作之外,沒有其他網站佈建工作。No additional site provisioning work beyond what is already needed for the sites that have active documents.
可在不同的儲存媒體上儲存記錄。Can store records on different storage medium.
使用中文件與記錄會儲存在一起。Active documents and records stored together.

另請參閱See also

其他資源Other Resources

Introduction to 記錄管理與規範Introduction to Records Management and Compliance