[Autogenerated] Hi. In this lesson, we're
going to show you how to create an apply
content type retention policies in a
traditional SharePoint site collection.
This is not a group connected site. This
is a traditional site collection were here
on I T operations. And when we want to set
these content type retention policies, we
need to go to our site settings. So we're
gonna click on our settings gear, click on
site information. We're gonna go down to
view all site settings Now, To do this,
you need to be a site collection
administrator. When you scroll down, we
see the site collection administration
section. If you don't see this, that means
you're probably not a site collection
administrator, and you'll need to find
somebody who is. We're going to click here
on content type policy templates. If you
don't see this option, it might be because
site policies has not been activated.
That's something else that has to be done
by a site collection administrator. We're
gonna click on content type policy
templates, and we're going to create our
retention policy. It brings us here to the
policies page and we have a big create
button. Now we have to give our policy a
name, and this is going to be content type
policy one year. So this is going to
delete items created with this content
type after one year, and that's gonna be
our description, okay? And our description
is this policy will delete items created
using this content type after one year. We
can also add a policy statement and, like
it says, this will be displayed toe end
users when they open items subject to this
policy. All right, so let's add a policy
statement. This item will be deleted after
one year. Now, to create our retention
policy, we have to click on this check
box, enable retention. We give it a
minute. There we go. And now we have
specify how to manage retention and we can
add a retention stage. We're gonna click
there, and it opens up this window and we
have options for our retention policy.
Theo Event-Hubs specify what causes this
stage to activate, and the default is
created date. And that's what we're going
to create our re policy from. But you
could also choose last modified or if it
was declared a record, we're going to
choose created date and we can set it two
years, days or months. But whatever number
in like we said in our description, it's
gonna be one year. The action after this
stage is triggered. What do you want to
do? The default has moved to recycle bin,
and that's what we're going to use. But
there are other options. Permanently
delete. Transfer to another location. This
is good. If you want to move things off
and save them somewhere else, start a
workflow. Skip to next stage, declare
record, delete previous drafts or delete
all previous versions. All right, we're
gonna leave ours on move to recycle bin
and recurrence. If you choose something
that is a recurring event. And to do that
you have to choose the action to be
something that will be recurring and
delete previous drafts. And then you could
go ahead and repeat this stages action
until the next stage is activated. And
again you have the recurrence period off
years, days or months. But we're not gonna
do that. We're just gonna like I said,
move to the recycle bin, we'll click OK,
And our retention policy is there. IT set.
Now. We have to click OK again so that it
saved. And there it is content type
policy. One year now we can apply this to
content type, so let's go back to e. Think
we'll need to go back to the home page,
Click on our settings gear site
information. You all site settings now
we-can go under web designer galleries.
Click on site content types and we can
find the content type that we want to
apply this policy to, and the one I want
is this one equipment list. We're gonna
click there, and I'm going to come down to
information management policy settings.
Once I click there, you see, I have this
option. Specify the policy, define a
policy or use a site collection policy.
Now, if I choose to define a policy click,
OK, I get essentially the same thing that
we just saw. We could go ahead then and
create a retention policy right here just
for this content type or we-can. Use a
site collection policy that we created and
assign it this way. I like to do this with
a traditional SharePoint site collection
because then you can create these policies
and you can reuse them over and over
again. You don't have to recreate them
every time you want to apply them. So
we're going to set that click. OK, this is
something you can't do in a group
connected site. So now we have set that
policy on that content type. Remember,
this pretension policy has been applied to
the entire site collection, any site and
the library. Any list that's using that
content type that policy is going to be
applied to IT. Let's take a look if we go
to the I T equipment list, this is using
that content type will go to list
settings. UI come down to information
management policy settings. We'll see that
our equipment list is using that content
type retention policy. Now, If you wanted
to stop using this policy on this content
type, you would have to break that
inheritance. And to do that, we come up
here and change the source. The source of
retention for this list is content types.
We're going to change the source now. When
we do this, it brings us here, and we
would change from content types, toe
library and folders. But when we click
there we get this big morning when Liston
folder based retention schedules are used
and we are using that all content type
retention schedules are ignored. So if you
break this inheritance, any schedules, any
retention policies that are set on this
library are all gonna go out the window.
You're gonna have to reset them for
everything in here, Every content type,
every folder, every item, whatever it is,
you will have to go ahead and do that if
we click. Okay, you see, then we can
create a retention policy here for this
library or list. But we're not going to do
that here. We're going to stick with the
ones that we have. So now you know how to
create and apply content type retention
policies in a standard SharePoint site
collection. That's it for this lesson.
Thanks for listening. And I'll see you next time