Sharepoint Retention Policy

Steps to Define Retention Policy

  1. Navigate to Lists Settings -> Information management Policy settings of the respective list.
  2. Select the Content type for which new policy need to be defined. [Note: if we create retention policy for Site Content Type this policy will be affected in all references]

p1 Click on the Item content type which is the default content type for custom lists, then select “Enable Retention” check box. Once selected we will be getting an option for “Adding a retention stage”. Click “Add a retention stage” link.

  1. In the popup, select the time period and action to be performed.

p2“Information management policy” and“Expiration policy” are the 2 timer jobs which are responsible for retention policy. By default both will run “Weekly” once. And  “Information management policy” job should run before the “Expiration policy”.

If you want to run manually the Jobs to test if the retention policy Works well you have to check thw following:

Following things must happen after above policy was set and before your documents are moved to recycle Bin:

  1. Information management policy completed successfully
  2. Expiration Policy completed successfully.

Both jobs are by default scheduled to run on a “Weekly” basis.

To Quickly test whether it is working (or any change in policy you made), perform following actions for above jobs in order in which mentioned above:

  1. Go to Central Admin > Monitoring > Review Job Definition. Filter the list by your Web Application
  2. Locate the job and select Run Now
  3. Monitor the job history and make sure the job was run successfully on your web application

You might have figured out now, first jobs calculates the expiry date for the documents based on the policy. The second job actually deletes the documents marked to be deleted by the first job.

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