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1. Declare any list or library item as a record
Applies to: Microsoft SharePoint Server 2010
You can manage records in your organization even if you don’t have a Records Center site. If your
company has separate document storage areas—by division for example—where all important
documents are kept, then it’s not always advantageous to store records in any one centralized repository.
Instead, you may want to update documents and store records all in one collaborative environment.
Declaring items as records “in place” enables you to work with your records and documents in any list or
library, on any SharePoint site.
Declaring any list or library item as a record
With the proper permissions, you can declare most list or library items as records. This enables you to use
all of SharePoint’s records management features on any item in most lists or libraries and on any
SharePoint site.
NOTE You must have at least Contribute permissions to declare items as records.
To declare an item as a record
1. Navigate to the site and list or library that contains the item(s) that you want to declare as a record.
2. Depending on whether you are working with a list or library, click the Items tab or the Documents tab
on the Ribbon.
3. Move your cursor to the left of the item that you want to declare as a record, and select the checkbox
that appears.
TIP To declare several items as records simultaneously, select the check boxes next to multiple
items.
4. Select Declare Record on the Ribbon and then select Declare Record again.

2. 5. Items that have been declared as records are identified with a padlock symbol .
Undeclaring a list or library item as a record
Removing the record status from an item is similar to declaring an item as a record.
To undeclare an item as a record
1. Navigate to the site and list or library that contains the item(s) that you want to undeclare as a record.
2. Depending on whether you are working with a list or library, click the Items tab or the Documents tab
on the Ribbon.
3. Move your cursor to the left of the item that you want to undeclare as a record, and select the
checkbox that appears.
TIP To declare several items as records simultaneously, select the check boxes next to multiple
items.
4. Select Declare Record on the Ribbon and then select Undeclare Record.
NOTE The padlock symbol is removed from undeclared records.
©2009 Microsoft Corporation.