Rules are at the heart of RecordPoint. Rules are used to evaluate content that is created within SharePoint, to identify how to classify, retain, and treat the content. Rules tie together one or more patterns, with a specific outcome. i.e. – if an item in SharePoint matches condition A, B, and C, then it will be classified it under a specific function and activity, retained for a certain period, based on a specific trigger date, and then transferred to archives.
Examples of rules include:
- Where Site = Finance AND library = Accounting, AND Content type <> report
THEN
Financial Management – Accounting – Destroy – 5 years – Date Created
As mentioned previously, any number of patterns can be used to achieve the level of specificity required.
Taking the above rule as an example, it may be decided that all content within the SharePoint library called ‘accounting’ (and there may be many accounting libraries across the SharePoint implementation), will be treated as an accounting record, regardless of location, or any other criteria. A modified version of the above rule, would be:
- Where library = Accounting (This is the pattern)
THEN
Financial Management – Accounting – Destroy – 5 years – Date Created (This is the outcome)