1 00:00:03,940 --> 00:00:05,130 [Autogenerated] Hi. In this lesson, we're 2 00:00:05,130 --> 00:00:07,370 gonna look at document library and folder 3 00:00:07,370 --> 00:00:10,440 retention policies. We're here on our 4 00:00:10,440 --> 00:00:12,890 sales team site. It is a group connected 5 00:00:12,890 --> 00:00:16,020 site. Now the process is we're gonna look 6 00:00:16,020 --> 00:00:18,810 at are gonna be the same for a group 7 00:00:18,810 --> 00:00:21,400 connected site or a traditional SharePoint 8 00:00:21,400 --> 00:00:23,870 site collection. When we want to set 9 00:00:23,870 --> 00:00:26,710 library and folder retention policies, we 10 00:00:26,710 --> 00:00:28,820 need to go to that library. And we are 11 00:00:28,820 --> 00:00:31,230 here in the sales proposals library. We're 12 00:00:31,230 --> 00:00:33,230 gonna click on our settings gear and go to 13 00:00:33,230 --> 00:00:36,490 our library settings. Once we're in the 14 00:00:36,490 --> 00:00:38,290 library settings, we're going to click on 15 00:00:38,290 --> 00:00:40,770 information management policy settings. If 16 00:00:40,770 --> 00:00:43,480 you don't see this option, it's because 17 00:00:43,480 --> 00:00:46,420 site policies have not been turned on on 18 00:00:46,420 --> 00:00:48,310 this site collection. So you'll need to 19 00:00:48,310 --> 00:00:50,980 have that turned on. Now we're going to go 20 00:00:50,980 --> 00:00:53,540 ahead and click there. We see for the 21 00:00:53,540 --> 00:00:55,850 content type sales proposals, IT says 22 00:00:55,850 --> 00:00:58,710 custom policy. This means we have a 23 00:00:58,710 --> 00:01:01,730 content type retention policy on this 24 00:01:01,730 --> 00:01:05,210 content type. Now, let's say we don't want 25 00:01:05,210 --> 00:01:08,240 to abide by this retention policy. We want 26 00:01:08,240 --> 00:01:11,330 to create our own retention policy for 27 00:01:11,330 --> 00:01:13,830 this library. So what we need to do is 28 00:01:13,830 --> 00:01:15,430 come up here and you'll see source of 29 00:01:15,430 --> 00:01:18,390 retention for this library is content 30 00:01:18,390 --> 00:01:22,620 types. So what we're going to do instead 31 00:01:22,620 --> 00:01:26,050 is change source. This is going to break 32 00:01:26,050 --> 00:01:29,230 the inheritance of these content type 33 00:01:29,230 --> 00:01:33,240 policies. All of these policies come from 34 00:01:33,240 --> 00:01:35,840 the site collection. We're gonna click, 35 00:01:35,840 --> 00:01:39,470 change source and you see configure how 36 00:01:39,470 --> 00:01:42,040 items in this library receiver retention 37 00:01:42,040 --> 00:01:44,650 schedule Select content types if it's 38 00:01:44,650 --> 00:01:46,710 using the retention schedules on the site 39 00:01:46,710 --> 00:01:50,190 level, content types or, alternatively, 40 00:01:50,190 --> 00:01:53,350 select library and folders. If you want to 41 00:01:53,350 --> 00:01:56,170 define schedules on this library and it's 42 00:01:56,170 --> 00:01:58,740 folders. So this is what we're gonna do. 43 00:01:58,740 --> 00:02:01,130 We're going to click library and folders, 44 00:02:01,130 --> 00:02:03,250 and we get this pop up window when library 45 00:02:03,250 --> 00:02:05,090 and folder based retention schedules are 46 00:02:05,090 --> 00:02:08,170 used. All content type retention schedules 47 00:02:08,170 --> 00:02:11,650 are ignored. You maybe overriding policies 48 00:02:11,650 --> 00:02:14,080 defined by your site administrator. You 49 00:02:14,080 --> 00:02:16,420 need to be aware of that. We're gonna 50 00:02:16,420 --> 00:02:19,170 click OK, it's library in folders and when 51 00:02:19,170 --> 00:02:22,130 UI scroll down, we see library based 52 00:02:22,130 --> 00:02:25,170 retention schedule now specify a retention 53 00:02:25,170 --> 00:02:27,110 schedule for items in this library. By 54 00:02:27,110 --> 00:02:30,840 default, all folders in this library will 55 00:02:30,840 --> 00:02:34,640 inherit the library schedule. However, 56 00:02:34,640 --> 00:02:37,460 folders can override the library in define 57 00:02:37,460 --> 00:02:39,570 a unique schedule and I'll show you that 58 00:02:39,570 --> 00:02:42,290 in just a moment. All right, we have to go 59 00:02:42,290 --> 00:02:45,310 ahead and give a description of our new 60 00:02:45,310 --> 00:02:48,090 policy for this library. And our 61 00:02:48,090 --> 00:02:51,340 description is the retention policy for 62 00:02:51,340 --> 00:02:53,980 this library is unique. Items will be 63 00:02:53,980 --> 00:02:58,150 deleted after six months. All right, let's 64 00:02:58,150 --> 00:03:00,880 go ahead and create a retention stage. 65 00:03:00,880 --> 00:03:04,300 We're gonna click here and we see event. 66 00:03:04,300 --> 00:03:06,840 The event is specify what causes the stage 67 00:03:06,840 --> 00:03:10,920 toe. Activate. It's created. They 68 00:03:10,920 --> 00:03:13,150 submitted decision. Do they created, 69 00:03:13,150 --> 00:03:16,130 modified or declared record? These to 70 00:03:16,130 --> 00:03:19,300 date, submitted and decision due date are 71 00:03:19,300 --> 00:03:21,650 part of the content type that are used in 72 00:03:21,650 --> 00:03:24,080 this library. But we're gonna leave it on 73 00:03:24,080 --> 00:03:27,900 created, and we're going to change it to 74 00:03:27,900 --> 00:03:34,640 six months now. The action when this stage 75 00:03:34,640 --> 00:03:36,250 is triggered, perform the following 76 00:03:36,250 --> 00:03:38,540 action. Move to recycle bin. But we have 77 00:03:38,540 --> 00:03:40,610 other options. We-can permanently delete 78 00:03:40,610 --> 00:03:42,970 IT, we-can transfer to another location, 79 00:03:42,970 --> 00:03:45,690 start a workflow, skip to the next stage, 80 00:03:45,690 --> 00:03:48,590 declare a record, delete previous drafts 81 00:03:48,590 --> 00:03:51,820 or delete all previous versions. Now, if 82 00:03:51,820 --> 00:03:54,200 we were to select elite previous drafts, 83 00:03:54,200 --> 00:03:56,780 let's say we would have the option for 84 00:03:56,780 --> 00:03:59,360 recurrence and we could repeat this stages 85 00:03:59,360 --> 00:04:02,010 action until the next stage is activated 86 00:04:02,010 --> 00:04:04,600 and we could go ahead and do that. We're 87 00:04:04,600 --> 00:04:06,100 not going to do that for this one. We're 88 00:04:06,100 --> 00:04:08,660 gonna keep it simple and simply move to 89 00:04:08,660 --> 00:04:12,730 the recycle bin. Will click, OK, and give 90 00:04:12,730 --> 00:04:16,540 it a minute here to create our policy. 91 00:04:16,540 --> 00:04:19,610 There it is. Created six months. Move to 92 00:04:19,610 --> 00:04:24,140 recycle Ben and no recurrence. But you can 93 00:04:24,140 --> 00:04:26,380 stack these stages. You can add multiple 94 00:04:26,380 --> 00:04:29,810 stages for this retention policy. You 95 00:04:29,810 --> 00:04:33,940 would just click here and again at another 96 00:04:33,940 --> 00:04:36,690 stage. All right, But we're fine just the 97 00:04:36,690 --> 00:04:41,220 way it is. We're gonna click, OK? And now 98 00:04:41,220 --> 00:04:42,790 we're back to our management policy 99 00:04:42,790 --> 00:04:45,270 settings. And we have a big thing here 100 00:04:45,270 --> 00:04:47,310 that says note. Since this library is 101 00:04:47,310 --> 00:04:50,190 using library and folder retention, all 102 00:04:50,190 --> 00:04:52,510 documents will use those schedules. 103 00:04:52,510 --> 00:04:55,160 Content type retention policies are 104 00:04:55,160 --> 00:04:58,150 ignored. So this policy here sales 105 00:04:58,150 --> 00:05:01,780 proposal, the lead items created from this 106 00:05:01,780 --> 00:05:05,740 content type after one year is ignored 107 00:05:05,740 --> 00:05:08,410 because we have now changed the retention 108 00:05:08,410 --> 00:05:11,590 for this library to library in folders, 109 00:05:11,590 --> 00:05:14,840 not content type. Now, remember, it said 110 00:05:14,840 --> 00:05:17,240 we could override the retention policies 111 00:05:17,240 --> 00:05:19,680 for the folder. So if we click here on 112 00:05:19,680 --> 00:05:22,630 folder, we could create our own retention 113 00:05:22,630 --> 00:05:25,490 policy for the folder and It's basically 114 00:05:25,490 --> 00:05:28,660 the exact same process. I'm fine with 115 00:05:28,660 --> 00:05:32,030 leaving it just the way it is. So now you 116 00:05:32,030 --> 00:05:34,960 know how to set document, library and 117 00:05:34,960 --> 00:05:37,870 folder retention policies. That's it for 118 00:05:37,870 --> 00:05:48,000 this lesson. Thanks for listening, and I'll see you next time.