This blog describes how you can move or delete list items automatically from a list so that unwanted or old data can be removed from the list automatically.
Following are the options that can be used to automatically remove the data from a SharePoint list.
- Move to recycle bin.
- Permanently delete
- Transfer to other location.
- Start a Workflow
- Skip to next stage
- Declare Record
- Delete the previous Draft
- Delete all Previous Versions
To set the Information Management Policy Settings, go to the list settings of the list for which the policy has to be set by clicking on the List and then clicking on list settings as shown below.
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The following page will appear.
Click on the Information Management Policy Settings, as shown in the snapshot below.
Click on the Item link to set the policy on items in the list, as shown below.
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Click on the checkbox of "Enable Retention", as shown below.
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Once the Checkbox is closed and "Enable Retention" is checked, click on the "Add a retention stage" link to set the retention stage.
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The following pop up will open on the screen.
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In this, we can select the Event and the Action that can happen on the event that has taken place.
Suppose, we need to delete an item after 5 years from the date it is created, then we can select
"Created Date + 5 Years " in the Event section and select "Permanently Delete" in the Action Section so that the items can be deleted permanently from the list 5 years from the date they have been created in the list.
Similarly, we can choose other options in the dropdown of the Action section to perform different actions on the particular event in the item.