HI Vladimir

I have posted some information about using Content Types to manage records
in my blog here:

http://andrewwarland.wordpress.com/category/records-management/electronic-records/products-and-applications/sharepoint-2010/


You cannot really consider Content Types in isolation of all the other
elements of a SharePoint environment.  To me, there are three broad phases:

1 - Architecting and implementing the appropriate SharePoint server
environment for your requirements.  Understanding what you want to do with
SharePoint, including 'single farm - single service', or 'single farm -
multiple service' model.  Many people still seem to not understand the
difference between a publishing environment (eg an intranet) and a
collaboration environment (eg where you would store and collaborate on
using documents, often in 'team sites').  You need to really get this
environment right first because there are some things that you cannot do in
a publishing environment that you will want to do with documents/records.
The key here is to get the architecture right first and keep your
blueprint/model/design on hand as you work through the implementation. You
should also have a very strong understanding of SharePoint limits,
including things like a recommended 2 GB for team site storage, 100 GB
limit for site collections, and 200 GB limit for content databases.  This
will affect your proposed architecture model. Also consider thinking about
and planning a Site Topology.

2 - Enabling and configuring basic items including the Records Center site
collection, the Content Type Hub/Managed Metadata Service site collection
and your first site collection.  These don't take long (maybe a day) but if
you get them wrong they are really hard to fix later on. There are some
recordkeeping features (like Document IDs) that are set at the site
collection level.  This can be when you start creating your initial Content
Types (in the CT Hub) and enterprise metadata (in the MMS using the Term
Store Tool). Generally you will need Admin rights to access these elements,
including access to Central Administration and the Site collection
Administration.  Consider who should be able to do this.  In my view the
records manager (or equivalent) should have access to the CT Hub and MMS
because these are core to our interests.

3 - Finally, once you have your new Site collection in place, you can start
to create your new Content Types.  As a general rule, don't use the 'top
level' Content Types but create 'customised' ones.  In one environment I
have worked in I created a 'RK_Document' which had all the recordkeeping
metadata in it; every new document-based Content Type was based on that one
and so inherited the (mostly invisible) RK metadata.  You may need to
create new metadata columns before you add them to the new Content Types
but look carefully at the extensive range of out of the box metadata
elements.  A key part of the Content Type is the 'Information Management
Policies' area.  This should be modified by a records manager with the
knowledge to do it, or with input from the records manager.  You will find
audit options here too (although note that accessing the audit trail is not
as easy as it may seem, and you will need administrator access).

Once you have all this in place, you need to 'provision' your new sites
with the relevant content types AND disable access to the default ones.
 You will also need to modify some of the Site's settings and, for each
Library you add, those settings too.  This is where you decide whether
retention will be based on Content Types or Libraries and Folders.  Access
permissions are also important to understand.

Sorry for the long email but this is a topic you need to understand very
carefully.

Regards

Andrew Warland
Sydney, Australia

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