Using Record Repository Features in Windows SharePoint Services (version 3) and SharePoint Server 2007

Microsoft® Windows® SharePoint® Services (version 3) and Microsoft® Office® SharePoint® Server 2007 include features that enable you to move your important documents from the collaborative SharePoint site environment to a more long-term, tightly controlled
content repository. The Windows SharePoint Services (version 3) Official File Web service enables you to send documents from SharePoint sites to a central records repository. The Web service has been designed to work with third-party document repositories, as
well as SharePoint record repository sites. The Record Repository site template included in SharePoint Server 2007 lets you create a specialized SharePoint site to act as your records repository.

How Windows SharePoint Services (version 3) How SharePoint Server 2007 Acts
Sends Document to the Records Repository Spec as a Records Repository
Windows SharePoint Services (version 3) creates SharePoint Server 2007 includes a special template for
a hash table from the document metadata and Spec provisioning a records repository site. Each record series is
sends the document, the hash table, and the stored in a separate document library. These libraries can be
Properties assigned all the document management features of a typical
document audit history to the records repository.
(Metadata) document library, such as metadata columns, content types,
Windows SharePoint Services (version 3) specifies _properties
the document's content type as its record series Name Value workflows, and policies.
name. Name Value Documentname.xml
Name Value Document metadata and audit history are stored as files,
Audit History
Name Value named for the document, in separate sub-folders.
Name Value _Audit History
Event
Event Documentname.xml
Site Collection Event
Event
Document Library Official File Repository
Properties
(Metadata)
Name Value
Spec Spec Spec Product Spec Record Series Name Value
Name Value
Multiple document libraries can submit files to the
Name Value
same record series locations.
Name Value

Official File Web Service

If a library supports multiple content types, it can

Custom Router (optional)

Document
Schedule Schedule submit documents of different record series types. metadata that
matches library
properties is also
promoted and
Schedule Record Series stored at the
Document Library library level.

Feature Feature
Spec Spec

Results
Contract Contract Details
Contract Record Series

Official File Web Service <record series name = “Spec”>

Record Series Mapping Table

Custom Router
Specifying Custom Routing Processing Name Description Location Aliases
SharePoint Server 2007 enables you to specify Reject File Product Spec text url Spec, Feature Spec
custom routing processing through a custom router Schedule text url
interface. This includes custom processing in Success Cancel Processing Contract text url
a d d itio n to o r in p la ce o f th e site ’s n o rm a l ro u tin g The record repository site template takes the document record
Success Continue Processing
behavior. Your custom router adheres to the series name and matches it to a document library using the Record
interface, and returns a predefined result, along Series Table. Each record series can have multiple aliases, so
with optional results data. multiple content types can be stored in a single document library.

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