Create Documents Archive Repository in SharePoint 2013

 Jul 24, 2015

You can create a Document Library in SharePoint 2013 to manually or automatically transfer your old files to, from any site in a site collection. In order to do this you need to set up a few things that require permissions equivalent to a Site Owner. You should also be able to liaise with Server Administrator to setup features in the Central Administration. So here’s what you need to do.

  1. Create a Records Center site. Site Content > New Subsite … From the Select a template click on Enterprise and select Records Center.

  2. In the new site click on the cog (gear) and select Add an app > Document Library call it Archives.

  3. Click on the cog and select Manage Records Center

  4. In the Records page under Content Organiser Rules click on Add new item.

  5. Give a name to the rule (MyArchives)

  6. Under Content Type select Document Content Type for the Group and Document for the Type.

  7. Under Destination click on Browse and select Archives library you created in step 2

  8. Click on OK

  9. This section should now be performed by the server administrator or whoever has access to the Central Administration page

  10. In the Central Administration under General Application Settings click on Configure send to connections

  11. In the first section change to the appropriate Web Application if you have to.

  12. Click on New Connection under Send To Connections:
  13. Type a Display Name (Archives)
  14. For Send To URL you need to type the address of the Record Center you created in step 1 and append to it the following;
  15. /_vti_bin/officialfile.asmx

    So for example if the address of the Records Center is http://sp2013/sites/teamsite/records then the Send To URL will be


    For the Send To action: select appropriate action and the click on Add Connection

    Click on OK now

    You can now go to any document library and select one or more documents (by clicking in the beginning of a record) and from the File tab click on Send To and select Archives (The name we gave in step 11)

    You can also use this name to send documents automatically using Retention stage in the Information Management Policies.

    Now that you understand how it works you may want to now explore other options in the setup.

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Cyrus Mohseni  

Having worked within the education and training industry for over 15 years as well as the IT industry for 10 years, Cyrus brings to New Horizons a wealth of experience and skill. Throughout his career he has been involved in the development and facilitation of numerous training programs aimed at providing individuals with the skills they require to achieve formal qualification status. Cyrus is a uniquely capable trainer who possesses the ability to connect with students at all levels of skill and experience.

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