What's a Records Centre ?
The Records Centre site in SharePoint Server 2010 is intended to serve as a central repository in which an organization can store and manage all of its records.
The Records Centre includes a Record Routing rules that automatically routes incoming records (whether submitted automatically or manually) to their proper location (folder), based, for our case, on their concerned Product (from Official CTA PBS).
You can easily access the Records Centre thanks to the Top links bar of each site and sub-site.
The Records Centre consists in a Drop Off library which acts as a sorting centre (where are applied the routing rules) and in a Record library which is strictly speaking the archives.
Send a document to the Records Centre
It can be done both automatically or manually, but the automatically way is encouraged since includes powerful SharePoint features and simplify the Support Team work.
1) select the concerned document (tick the document box)
2) in the Copies section of the ribbon click on Send To
3) choose Records Centre
This will create a copy of your document in the Drop Off library of the Records Centre.
What happens to my sent document ?
There are two possibilities :
1) your document has to be approved before being declared as archived.
Thus, the designated persons will have to decide if they are agree to send your document in the archives. If yes, your document will automatically be routed to the right folder corresponding to the concerned Product you have chosen for this document. If no, it will be deleted and you will be informed by email.
2) your document hasn't to be approved, what means your document will automatically be routed to the right folder corresponding to the concerned Product you have chosen for this document.
Usage rules and prerequisites
To benefit from all the features mentioned above, you MUST work with a CTA_Documents template library (see [[Document edition]]). Within this template, you will be asked to fill "Concerned Product" and "Document Type" fields when adding a new document. Be careful since these two metadata are used by the Records Centre to route your document in the right archives folder. If you choose in the drop-down menu the MAN-QA option, your documents will be send to the MAN/MAN-QA archives folder.
Although we have considered using in the near future an automatic solution to send only PDF documents to the Records Centre, that is not yet the case.
Thus, it will be your responsibility, for the moment, to properly send PDF documents
in the Records Centre.
The Records Centre, is exclusively reserved to working documents. (Means, neither personal documents nor pictures nor ...)