Information
management policies typically exist to enforce corporate or regulatory
policies that apply to the management of content. For example, your
company might require the storage of an audit trail listing all users
who have ever viewed a particular document. It is important to
understand that information management policies have different
mechanisms of action. For example, some policies might prevent a user
from removing a file, or they might simply log that a user has deleted
a file.
Information management policies can be applied across an entire site
to a particular content type, or they can be limited to documents
within a single library or folder. Unlike other changes to content
types or site columns, policies defined at the site-collection level
can override any changes at a lower level.
Caution
Document label and barcode policies have been deprecated in
SharePoint 2013. It is recommended that you do not use these features
if they are made available within your implementation of SharePoint
2013.
Note
that some of the information management policies available in Microsoft
SharePoint 2013 appear primarily to support previous versions and are
not recommended for use in the 2013 version. This includes the document
label policies and document barcode policies.
The following list provides a brief overview of the four main types of information management policies:
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Retention policies are configured to automatically perform document
operations after a particular threshold (typically a date calculation)
has been passed. They are used to manage the retention of documents and
can be used to ensure that documents meeting designated rules are not
deleted from the system. Conversely, these can also force the review or
deletion of documents that are too old or have not been recently
updated.
-
Auditing policies are used to write document activity to a
centralized log. They ensure that certain types of document-related
activities, such as viewing, editing, or deleting, are recorded
permanently. These policies log user activity rather than restrict user
actions.
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Document label policies can be used to force users to add labels to
Microsoft Office–based documents that include basic document data such
as approval dates or document version number. This label can be
displayed, for example, in the header or footer of the document.
-
Document barcode policies operate in a similar fashion as
labels, but they use Office to inject a barcode to uniquely identify
the document.
Information management policies in SharePoint 2013 can be inherited,
either from parent content types or from parent folders (if applied to
a list). In both cases, it is possible that you will be unable to make
any changes to a policy because your site administrator has already
made a change at a higher level. In either case, you will either need
to remove or edit the policy at the parent object level or talk with
your administrator about the best approach to take.
Tip
Site Policies might require special activation on your site by an
administrator. If you are unable to perform the tips in this section,
consult your administrator.
3. Accessing site content type information management policies
You
can view the information management policies that are associated with
your root (topmost) site content types. This can help you decide
whether there are existing policies in place that will change how you
use content types within your lists.
Access site content information management policies
-
In the upper-right corner of the window, click the Settings icon
(the small gear graphic) and then, on the menu that appears, click Site
Settings.
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On the Site Settings page, in the Web Designer Galleries section, click Site Content Types.
-
Click the name of the site content type that you want to access.
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Click Information Management Policy Settings.
Tip
If you are trying to edit a site content type that is inherited from
a parent site, you will first need to click on the value under the
Source column prior to clicking on the name of the site content type in
the Site Content Types column.
Try This
Verify that you can access the information management policies for the Document and Basic Page content types.
