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Tuesday, July 23, 2013

Can taxonomies in the term store be used to control IM Policies such as retention and disposition?

SharePoint Managed Metadata Question of the Week Each week we will be featuring an audience question from WAND's recent webinar, "Managed Metadata 101: Taxonomies and Tagging in SharePoint," and sharing the answer with our blog audience.

This week's question is: "Can taxonomies in the term store be used to control IM Policies such as retention and disposition?"

Answer: There are two ways that one can control records retention and disposition policies in SharePoint.  Content types can be used to set up retention policies directly.  This is the default method in SharePoint and it means a document will receive its rentention policy based upon the content type it has.

If you don't want to use content types, taxonomies from the term store can be used for records retention, but in a more indirect method than content types.  You can’t set up retention/disposition schedules directly from managed metadata. However, you can use the Content Organizer feature to direct a document to a given folder based on metadata that has been applied to that document. Then, set up the “Source of Retention” to be Library and Folders instead of Content Types.  You then assign the retention schedule at the folder level. Then, when a document is checked in and tagged with metadata, it will be routed to a folder where a retention schedule is applied. 

In this screenshot, the content organizer is being set up to route documents to a certain location based upon managed metadata

Now, a retention schedule is being applied to a folder. All documents in this folder will inherit the same retention schedule.