Content of the Article
- Record Center / Repository in SharePoint Online
- In Place Records in SharePoint Online
- Combination of the Two Methods
All companies are obliged to keep certain documents audit-proof for a legally prescribed period of time. Fortunately, it is no longer necessary to keep a huge paper archive in the basement of a company. Digitalization also finds its way into auditable archiving. SharePoint Online makes it possible to comply with storage obligations under commercial and tax law.
In general, the following applies to audit-proof archiving:
- Documents must be saved complete, unchanged and without loss.
- The data must be searchable and reproducible at all times.
- Access to the data must be traceable in order to prevent manipulation.
But how in detail is archiving implemented in SharePoint? In the following short article, you can read about the different possibilities available to you with SharePoint.
The Records Center is a separate SharePoint page that is separated from the rest of SharePoint and is the central location for all inactive documents. Documents that are no longer relevant for the work processes in the company are transferred there. After moving the documents, they are not available at any other document location in SharePoint and can only be retrieved with the corresponding authorizations. In this area, the criteria for monitoring and expiration dates can also be defined. With the help of a document ID, information can also be found after it has been copied into the repository, since it is assigned and retained once.
Different policies may apply to different types of records. To simplify management, record libraries can be created for which uniform policies apply. Alternatively, content types can be created that are used to provide records with unique properties.
With this method, the data remains where it was originally stored and is not moved. This method enables direct record management and individual adjustment of individual documents. Of course, it also means more effort because the data is no longer simply moved to an archive. The advantage is that the documents can still be retrieved by the employees (naturally depending on the authorizations). On the other hand, it makes revision more difficult because a central archive is no longer available.
In this case, the documents are first held in the place where they were originally stored, with the option of individual adjustment. After a pre-defined period of time, however, the documents are moved to the archive and assigned a document ID. The defined settings and authorizations apply in the archive.
Which method is ultimately the best depends on the individual requirements of a company. The answer therefore varies from organisation to organisation.
Do you have any further questions? Contact one of our consultants or leave a comment.