Expiry Date Alerts in SharePoint: Automated Document Lifecycle Management

SharePoint is a popular content management system used by organizations worldwide to store and manage their digital assets, including documents, images, videos, and more. With the increasing volume of content being created and stored, it has become essential for businesses to ensure that their documents are managed properly and are disposed of when they are no longer needed.

One crucial aspect of document management is managing the expiry dates of documents in SharePoint. This video explains how to set up expiry date alerts in SharePoint to automate document lifecycle management and ensure that documents are deleted when they are no longer required.

Document Expiration in SharePoint:

Document expiration in SharePoint refers to the process of setting a date after which a document will no longer be available or accessible in the SharePoint system. The document expiry date can be set manually or automatically based on specific business rules or legal requirements.

The expiry date is essential because it helps organizations maintain compliance with data protection and privacy regulations. It also ensures that the documents are not retained longer than necessary, thus reducing storage costs and clutter.

Document Lifecycle Management in SharePoint:

Document lifecycle management in SharePoint refers to the process of managing documents throughout their lifecycle, from creation to disposal. It includes various activities such as document creation, version control, approval workflows, and document archiving and deletion.

Effective document lifecycle management requires a well-defined process that is easy to follow and enforce. SharePoint provides several features and tools to manage the document lifecycle, including retention policies, workflows, and alerts.

Automatic Deletion of Expired Documents in SharePoint:

Automatic deletion of expired documents is an essential aspect of document lifecycle management in SharePoint. When a document reaches its expiry date, it should be deleted automatically to ensure compliance and reduce storage costs.

SharePoint provides several ways to set up automatic deletion of expired documents. One approach is to use retention policies that automatically delete documents based on specific criteria such as document type, creation date, and expiry date.

Another approach is to use workflows that automatically delete documents based on specific conditions or triggers. For example, a workflow can be set up to delete all documents that have not been accessed in the past six months or documents that have reached their expiry date.

Expiry Dates of Documents in SharePoint:

Expiry dates of documents in SharePoint can be set at the individual document level or the library level. When a document is created or uploaded, the expiry date can be specified, and SharePoint will automatically track the document's lifecycle.

SharePoint also provides the ability to set up expiry date alerts that notify users when a document is about to expire. These alerts can be set up to send automated emails to specific users or groups based on the expiry date.

Automated Emails Based on Document Expiry Date:

Automated emails based on document expiry date are an essential feature of SharePoint that can help organizations manage their document lifecycle effectively. When a document is about to expire, SharePoint can send automated emails to specific users or groups to remind them to take action.

The automated emails can be customized to include specific information such as the document name, expiry date, and action required. For example, the email can ask the user to renew the document, review the document for deletion, or take other actions.

Conclusion:

In conclusion, expiry date alerts in SharePoint are an essential feature that can help organizations automate their document lifecycle management. By setting up automatic deletion of expired documents and sending automated emails based on document expiry date, organizations can ensure compliance with regulations, reduce storage costs, and maintain an organized and clutter-free SharePoint environment.

Managing the document lifecycle in SharePoint requires a well-defined process and a thorough understanding of the various features and tools available. By following the best practices and guidelines outlined in this video, organizations can achieve effective document lifecycle management and realize the benefits of a well-managed SharePoint environment.

00:00 Automated Document Lifecycle Management
00:17 Policy Management in SharePoint
01:05 Add column to Document Library
04:41 Create expiry reminder workflow
07:14 Document expired email example
08:21 Extend the notification Power Automate