We use content organizer rules to route records to containers based on metadata elements. This means that we can tell SharePoint to route all records marked confidential to our confidential folder or library.
- [Instructor] SharePoint can't assign security permissions to a metadata element, so for example if you've got a column that says security level confidential, public, sensitive, for example, we're not able to secure that just because the metadata says it's confidential. What SharePoint does is you use content organizer rules to route things that are labeled confidential into a confidential container, so to start off with you'll need to have a confidential container. You see I have a confidential library.
Then you'll also need to make sure that within that library you've added the content types that are going to be labeled confidential, so in your library settings you'll want to make sure that you have those content types in here. We're going to create a content organizer rule that says for every policy or procedure that's labeled confidential, route it into my confidential library, so go into your sight settings and go to content organizer rules and create new item, and we're going to name it what it is.
This is confidential, I would even say, policy procedure-confidential because you'll have to create three different rules, right? You'll have to create a policy procedure-confidential, policy procedure sensitive, policy procedure public, and you'll have to route those records differently. So public, for example, can just go into your record center library, but the policy procedure-confidential will need to come into your confidential library. It's much better to have a whole bunch of content organizer rules than it is to try to manage this with your library structure or gosh forbid that you would create three different content types for example, so three different content organizer rules for one content type.
That's the best way to manage it. We'll go find our group, records management content types, and then we'll select our policy procedure. We'll wait for it to refresh. There it goes, and now we're going to say in addition to being a policy procedure, the security is equal to confidential, so I'll choose that, and then I need to tell it where it's going to go. Just follow this example here. It's sites, and then it's whatever your record center is named and then whatever your library or your folder, you could route it to a folder as well if you prefer.
We'll click OK. It'll go through and check all of that, and it says a valid target path... Oh, I had an extra space. All right, click OK. Ta-daa! Now you have this policy procedure-confidential, so when something comes in that's marked policy procedure confidential it will go into the confidential library. If a rule is not written to route a record then the file will remain in the drop-off library, and you can imagine, with confidential, that's a big deal because we don't want people to be able to see these documents, so the first content organizer rules that you should always write are the ones for your confidential records.
- Declaring immutable records
- Assigning unique permissions
- Auditing records
- Destroying records
- Building a records center
- Creating a record library
- Routing records to the records center
- Putting records on hold
- Using an eDiscovery site collection