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Can you set a retention policy to move a whole custom content type (based on document set, with documents inside) to different drop off locations and leaving a shortcut behind?

Also, will a drop off library every face the 5K limit, and do the short cuts left behind in the original location still count as part of the 5K limit?

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One of my favourite bloggers has a post titled How to set up retention and deletion policies for files and folders in SharePoint which I think would be worth your time to read.

To answer one of your questions "...leaving a shortcut behind": yes, this is possible, it is known as 'In-place Records Management', the final section in this MS post will help you somewhat. He is a screen-shot of how it looks in SP (note - my screenshot is of a Library-based Policy, rather than a Content Type-based Policy. If the menu looks a little different, that is why).

Information Management Policy

Regarding your question on Drop-Off Libraries, this post has some info on how they work. I've not used these or read all of the post, but I understand the principle. I've used Information Management Policies - I imagine that you want to be able to configure a Policy to transfer a document to different location (a Drop Off Library) once certain conditions have been met e.g. 3 years after Creation Date. It looks like that would be possible, as you see in the picture above.

  • Hi Tally thank you for that. So if I set the retention on the content type, all the items in that document set will be archived, correct ? (assuming the content type is a document set or customisation of) - and when this retention policy is set to leave a link behind, does ths link count as one of the 5K limit in the sharepoint document library or not really? – Saz Mifsud Oct 24 '18 at 9:42
  • I have not archived Document Sets or used a Drop-Off Library for archiving, so I would recommend testing it. I approached Information Management differently. For the 'Action', instead of moving the document, I made SP automatically create a review task (I believe I used an OOTB Disposition Workflow for this). Regarding the 5k limit, I don't know I'm afraid - you could post a separate question on that specifically. – Tally Oct 24 '18 at 10:00

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