sharepoinTony

@info – The practical side of SharePoint

Archive for January, 2012

Retention Policy Fails to Delete Records

Posted by sharepoinTony on January 29, 2012

Retention settings in SharePoint 2010 are pretty straight-forward.  There are Stages, which allow you to define actions taken on the document/item in a sequence.  You create a retention stage by creating an Information Management Policy, select your retention actions and voila you have established a simple retention.  SharePoint 2010 allows for multi-stage retention, the ability to trigger custom workflows, and apply your policy to folders.

The other day I was Declaring Records and setting Retention, specifically setting a deletion date for records based on a Content Type

My first stage declared all documents (based on a content type) as a record 1 day after a date from a specific date column of the specified content type. Dandy.  I defined the stage under the “Non-Records” section.  I went on to create a 2nd retention stage which Permanently Deleted the document 2 days after the date in that same column.  I also was careful to select the “Use the same retention policy as non-records” option in the Records section.  Now all I had to do was upload some documents, apply the appropriate metadata and sit back & wait.

[Note that the # of days used was specifically to allow me to test the retention behavior.  Once I verified the behavior in various scenarios I planned to update the policy to actual time periods that were appropriate for this content type.  I recommend you always test your Information Management Policies and Retention stages, especially for company Records!]

Several days later I discovered that although documents were now “Records”, none had been deleted.   I checked for errors, checked both the Information Management Policy and Expiration Policy Timer Jobs, but found nothing to indicate a problem.   After searching online and finding nothing that would expose the problem, I decided to change my policy.  I deleted the 2nd stage under Non-Records and created a new single stage under Records.  The stage contained the same retention information as the original…with the exception that I set deletion to 1 day after the date rather than 2 days.  I wanted to speed things up. 

I really wanted to speed things up so I went to the Timer Job Definition for the Expiration Policy and selected Run Now to force the timer job to run rather than waiting another day.  The documents that had been declared records previously, with the appropriate date that would indicate deletion, WERE deleted by the policy.  I honestly don’t know if this is “expected” behavior or not, but it was what I experienced on two different SharePoint 2010 farms.

It appears to me that if you are using a Retention Policy to Declare a Record, and you want to take some other action later such as Move to Recycle Bin or Permanently Delete you must place that stage in the Records section.  Don’t trust the radio button that declares “Use the same retention policy as non-records” without testing the stages you created. 

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Posted in SharePoint 2010, Tips and Tricks | Tagged: , , | Leave a Comment »

Moving OneNote between SharePoint environments

Posted by sharepoinTony on January 12, 2012

If you who have discovered the benefits of using OneNote shared notebooks AND have sync’d the notebook in a SharePoint library…this post is for you.

We started using OneNote 2010 with our MOSS 2007 farm, and because of the kind of shop we are – we setup a new SharePoint 2010 environment to run beside our MOSS farm.  Fast forward to January 2012 and our SP2010 environment is our ‘production’ intranet now.  Our MOSS environment is still chugging along and we are going to keep her for a while, but how we use that farm has changed significantly over time.

Now that our SP2010 farm is heavily used, we don’t like that we still have a shared OneNote notebook lingering out there in the old MOSS environment.   We do have other OneNote notebooks out there, but they are old, smelly notebooks that we don’t really use.  We keep them because they are now an archive of specific notes.

There is one notebook however that is still alive with activity, so we just want it ‘where we are’.  We have a better home for that notebook.  One that we visit daily and where we have other related content.  So it was an easy decision to move the notebook from the MOSS library to the shiny SharePoint 2010 library where it belongs.

OK enough of the back-story.  Down to the nitty gritty…

To move your OneNote 2010 notebook

  1. Open the SP2007 library in Explorer
  2. Open the SP2010 library in Explorer View
  3. Guess the next step….yep drag the OneNote folder from one to the other
    • yes, you can copy and paste -or- cut and paste if you prefer that to being a bully by using ‘drag’ method

Whew! That was tough.  WAIT, there is more!

Notify the people sharing that notebook of the new location, they will have to ‘change location’ to sync to the notebook.  Here are the arduous steps:

  1. Right-click the NoteBook
  2. Select Properties
  3. Click the Change Location button
  4. Click the address bar and type or paste in the URL to the new document library
  5. Click the Select button

I chose to send folks these steps as part of the message that the notebook was now in it’s new home.

We now return you to your regularly scheduled SharePoint blog browsing.   Happy Notes.

Posted in SharePoint 2007, SharePoint 2010, Tips and Tricks | Tagged: , | 2 Comments »

2011 in review

Posted by sharepoinTony on January 2, 2012

The WordPress.com stats helper monkeys prepared a 2011 annual report for this blog.

Here’s an excerpt:

The concert hall at the Syndey Opera House holds 2,700 people. This blog was viewed about 25,000 times in 2011. If it were a concert at Sydney Opera House, it would take about 9 sold-out performances for that many people to see it.

Click here to see the complete report.

Posted in SharePoint 2007 | Leave a Comment »