Setup Records Management Centre

Question

Good day, I truly hope someone will be able to help me?  I am creating a records centre for a client for the first time in my life :-) on SharePoint 2013.  The client has a Document Management system with sub sites for each department, e.g. HR
sub site, Legal sub site, Finance sub site.  But the records management structure they use, looks different.  For example, Management Communication, Policies, Meeting Docs, Finance FAQs, HR FAQs.
Within each department sub site is for example Meeting Minutes, Agendas and all those need to move to Meeting Document in the Records Centre.
Main Site 
HR Sub site                      
Meeting Minutes  (move to Meeting Docs)
FAQs  (move to HR FAQs)
Leave Policy  (move to Policies)
Finance Sub site
Meeting Minutes  (move to Meeting Docs)
FAQs (move to Finances FAQs)
Cellphone Policy  (move to Policies)
Records Centre
Meeting Docs
Policies
Finance FAQs
HR FAQs
Now the documents should move when 6 months old:  the Meeting minutes of both sub sites should move to Meeting Docs in Records Centre and the two Policies should move to Policies in Records Centre, the FAQs in HR should move to HR FAQs and the FAQs
in Finance should move to Finance FAQs.
I see I can set up a retention on the Information Management policy in each library of the sub sites, but when it reach the 6 months period it should start a workflow - notifying the Document Owner to declare as record.  But I can not see a workflow
in 2013 designer that declares a record.  And how do I indicate in each library which documents should move to which Records Centre library?  Especially the FAQs that each has a separate folder
Please help / if you can show me where I can find a tutorial on how to set it all up, I'll appreciate it very much.  Thank you.

Answer 1

Hi,
In SharePoint Designer 2013, the actions "Send Document Set to Repository" and "Declare Record" are deprecated. We only can use them in SharePoint 2010 workflow platform. More information about changes in SharePoint Designer 2013, please
refer to the link:
http://msdn.microsoft.com/en-us/library/office/jj728659(v=office.15).aspx
So, if you want to send documents into Records Center, I suggest you use SharePoint 2010 workflow platform with the action "Send Document Set to Repository". If you want to notify the document owner, you can add an action "Send an Email".
About how to use "Send Document Set to Repository", you can refer to:
http://blogs.c5insight.com/Home/tabid/40/entryid/228/Submitting-a-Document-Set-to-a-SharePoint-2010-Repository-in-Workflow.aspx
In each library of each sub site, you need to create the workflow, and configure Information Management Policy to start the workflow.
In the Records Center, create one Record Library for each library(ex. Meeting Doc, Policies, etc), when a document is added into a Record Library, the document will be declared as record automatically. So, it is not necessary to declare documents as record
in workflow.
So, next, in the Records Center site, you need to do is creating a content organizer rule for the documents of each type library to route documents to certain record libraries.
About how to create content organizer rules, please refer to the link:
https://support.office.com/en-us/article/Create-Content-Organizer-rules-to-route-documents-74dfe36d-e3d6-40b7-9a5c-beea0c84deed?ui=en-US&rs=en-US&ad=US
Best Regards,
Wendy
Forum Support
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