Retention Policy in SharePoint 2013

Retention:

The Retention policy feature lets you define retention stages, with an action that happens at the end of each stage. For example, you could define a two-stage retention policy on all documents in a specific library that deletes all previous versions of the document one year after the document is created, and declares the document to be a record five years after the document is created.

The actions that can occur at the end of a stage include the following:

àMoving the item to the Recycle Bin

àPermanently deleting the item

àTransferring the item to another location

àStarting a workflow

àSkipping to the next stage

àDeclaring the item to be a record

àDeleting all previous drafts of the item

àDeleting all previous versions of the item

Auditing:

The Auditing policy feature logs events and operations that are performed on documents and list items. You can configure Auditing to log events such as the following:

àEditing a document or item

àViewing a document or item

àChecking a document in or out

àChanging the permissions for a document or item

àDeleting a document or item

· Opening or downloading documents, viewing items in lists, or viewing item properties

· Editing items

· Checking out or checking in items

· Moving or copying items to another location in the site

· Deleting or restoring items

Labeling:

The Labeling policy feature specifies a label to associate with a type of document or list item. Labels are searchable text areas that SharePoint Server 2013 generates based on properties and formatting that you specify. For example, in a law firm, a document related to a legal matter could include a label that contains the clients' names, the case number, and the attorney assigned to the matter. Labels are especially useful in printed versions of documents as a way to display document properties in printed copy. Along with using labels for documents, you can associate a label with a list item and include that label in views of the list.

Note:

The label policy feature has been deprecated and should not be used in SharePoint Server 2013.

Barcode:

The Barcode policy feature enables you to track physical copies of a document by creating a unique identifier value for a document and inserting a bar code image of that value in the document. By default, bar codes are compliant with the common Code 39 standard (ANSI/AIM BC1-1995, Code 39), and you can plug in other bar code providers by using the policies object model.

Example: Move Records to Recycle bin using Working retention policy:

àCreate one List with required columns.

àActive the Site Collection Feature: Library and Folder Based Retention

àActive the Site Feature: Content Organizer

àSet Retention policy to list

àGot List sittings

àNext click on Management Information Policy settings

àNext click on Item content type

àCheck the enable retention

 àNext click on Add retention stage

Event: Select created + 1 Month

Action: Move to recycle Bin

 Click On Ok.

5. Run the timer job Expiration policy from central Administration

Now one Month above Records are deleted.

Note: If you want remove or run the workflow based some column status

So you create one site column and add that column to list

This column now appear in Event: Time Period

Features Related to retention policy are

1. Site Collection Feature: Library and Folder Based Retention

2. Site Feature: Content Organizer

3. Timer jobs :Expiration policy & Information management policy