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SharePoint 2010 : Site Administration - Setting up a site collection policy

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7/20/2013 7:32:01 PM

Policy is a term to which people have an immediate reaction. Speaking of policy immediately reminds us of governance, rules, and enforcement. When dealing with an organization's data, having a policy in place is a positive thing.

Take the example of a publicly traded company. It is subject to audits, investor relations, not to mention Sarbanes-Oxley regulations. Data must be accounted for and properly managed.

The term policy in this context refers to management of information through a policy. In SharePoint terms, a policy is a set of rules that are applied against content types, document sets, folders, or document libraries. This set of rules governs the content, and tells the system what action(s) to take against the content, based on some type of status.

Creating site collection policies gives an organization the ability to standardize their policies. As sites are created under the root site, they inherit the policies.

The policies can be exported by an administrator and imported into other site collections.

In this recipe we are going to create a site collection policy and associate it with a content type.

Getting ready

There are two prerequisites:

  • You must be a Site Collection Administrator

  • There must be a custom content type created prior to doing this recipe

How to do it...

  1. Navigate to a site with the team site template implemented.

  2. Click on the drop-down icon next to Site Actions and then click Site Settings.

  3. Under the category Site Collection Administration, click Site collection policies.

  4. Click Create. A form appears that needs to be filled out.

  5. Give name to the policy and write some description about it.

    • Name: Cookbook SC Policy

    • Description: The cookbook site collection policy enables auditing on an object to determine who is downloading, moving, or copying documents

  6. Enter a Policy Statement.

  7. There are four check boxes: Enable Retention, Enable Auditing, Enable Barcodes, and Enable Labels. Check the box for Auditing. Then check the remaining boxes as seen in the following screenshot:

    Click OK.

  8. Click on dropdown next to Site Actions, and then click Site Settings.

  9. Under the Galleries section, click Site content types.

  10. Choose the custom content type that has been created prior to performing this recipe.&;

  11. Click Information management policy settings.

  12. The Specify the Policy form appears. Choose the radio button as seen in the following screen:

  13. Click OK.

How it works...

Steps 1 to 7 help set up a policy at the site collection level. The policy is now available to be applied against an object.

In steps 8 to 13, we apply the policy named Cookbook SC Policy against a custom content type that was created prior to this recipe. If you try to associate a site collection policy with an out of the box content type, you cannot do it. The option is not there.

The policy we created audits when an item is moved, copied, or downloaded. This gives the reviewer, the ability to know who is doing what with the objects that belong to the content type. Every item that has been assigned the custom content type will inherit the applied policy.

For instance, if the content type you created inherits from the Document Content type, every document in the library has audits performed on it.&;

There's more...

The Site Collection Administrator can also restrict the ability to create a policy on a content type or library. This means the people who are creating content types or libraries can use a policy only from the site collection policies gallery.

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