Retention stages for SharePoint 2013 Document library

In SharePoint Document library retention policies we can set the retention policy for Content type and library document and folders. By applying the retention policies to document library items we can make them delete or make them records with the existing options.

To set the retention policies for library items or folder we have to navigate library settings page and click on Information management policy settings link in Permissions and Management section.

In Information Management Policy Settings page click on Change Source link in Source of retention for this library.

Select Library and Folders option in “Source of Reflection” section. We’ll see a popup with warning message by selecting that option saying that “when library and folder based integration schedules will select, all the Content types will be ignored”, Click on Ok.

We can new section with “Library Based Retention schedule” with description text box. Click on Add a retention stage link to add new retention.

We can see new dialog box specifying the Event and action details. Select the Event and Action for retention stage and click on Ok to save the settings. We can add many retention stages for the document library. Click on Ok in Library Based Retention Schedule page to save the settings.

Information management policies in SharePoint

Information management policy is a set of rules for content. Each rule in a policy is called as policy features. Information policy management features specify the content auditing, content accessing and how long that information retained.

We can associate a policy with a library, list or content type.

Associate policy features with site collection policy and associate with content type or list/library: Top level site collection will have site collection policies to create site collection policies. After creating site collection policies, we can export to other site collections to standardize policies across the organization.

Associate policy features directly to a content type and add that content type to lists:

We’ll use whole site collection associated with a content type in the site content type gallery of the top level site. Every item in that content type and every item inherit the original content type will have a policy.

Associate policy features directly with a list or library: This method will applicable for only for the list does not support multiple content types. This will be useful for applying for single list/library.

We can configure Information Rights Management using the steps below,

Navigate to Security in SharePoint central Administration, Click on Configure information rights management link in Information Policy section in Security page.

On Information Rights Management section we have following options,

If we don’t want to use IRM select Do not use IRM on this server option

Select Use the default RMS server specified in Active Directory option to specify the RMS server in the Active Directory Domain Service (AD DS)

Select Use this RMS server option to enter url to specify the URL with protocol. Click on Ok.