My career in technology

Quick Fix: Undeclared

We’re in the process of setting up a Records Center for the organization’s records, and we’ve been doing some testing to try things out and develop the procedures for our users.

When it came time to do some clean-up of the test documents, we ran into a hitch.

I wasn’t allowed to delete the test documents because they had been declared records (which is a good thing – you generally don’t want people deleting records), but I also wasn’t given the option to undeclare a record in the Compliance Details so that I could delete the item, which I should have been able to do.

A quick check yielded this helpful thread, but it still did not allow me to undeclare the record.  The library was indeed set to “Automatically declare items as records when they are added to this list” (the desired behavior that was part of what we were testing), but unchecking the box did not resolve the issue.

Records Settings

Records settings on the library set to "Automatically declare items as records when they are added to this list."

So I went back to the Records Declaration settings to see what else I could change, and found this:

Records Settings

After unchecking the box and clicking OK, this is what the settings looked like.

Note that the Manual Record Declaration Availability is set to “Never allow the manual declaration of records”.  After changing the setting to “Always allow the manual declaration of records”, the option to undeclare the record returned.

“Never allow the manual declaration of records” should actually read “Never allow the manual declaration OR UNDECLARATION of records”.

UPDATE:  I posted this pretty quickly yesterday, and on some further thought this morning I also realized this:  The first option on the Manual Record Declaration Availability is:

Use the site collection default setting:
 Allow the manual declaration of records 

This means to let the site collection setting determine whether or not manual declaration of records was allowed.  Well, suppose the site collection default setting was “Never allow the manual declaration of records”.  The result would be the same as having that set on the library itself.

So, final word: Uncheck “Automatically declare items as records when they are added to this list”  AND make sure that “Allow the manual declaration of records” is selected.

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Comments on: "Quick Fix: Undeclared" (1)

  1. Great tip. It worked and I was able to delete test records. Thanks!

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