Hi Guys,
I’m working now on implementing in place records management system. One of the request is to give access to items/files which are records only. In other words users with read access should not see any files in document libvrary if these are not declared as a records yet. Do you have any ideas?
One way I was thinking is to use Minor and Major versions. Every file will be minor version until is ready to be declared record, then publish as a major version and declare as a record. Also, set up security for drafts to be accessible just for users with write rights.
Please let me know if you have any clue for me.
P.S. :SharePoint 2013 Enterprise on premise. (SP1+Aug’2014 CU)
Thanks Richard, this is the way we’ll probably go.Â
One more question… I’ve created a retention policy with workflow as action. The workflow is simple just sending an email, but I need to send it to a shared mailbox which looks like is not working from SharePoint… can you suggest a workaround? I’ve submitted  a case with Microsoft, don’t have a reply yet.
It they want it as simple as possible, the content publishing solution is pretty simple. Â
Any simpler, you will probably need a custom workflow or event receiver. Â I have used event receivers to automatically update security and automatically declare records. Â
It is fairly straight forward to do.
Sounds like a reasonable approach.
I haven’t the combination particularly, but if you ignore the conversation about records management, the publishing feature should handle part one of your problem (do not show non-published content to the general audience).
Then, declaring the record prevents it from being changed.
The thing is they want to have this system as simple as possible. Maybe a custom permission level… is it even possible?
