Periodic document review

Question

Not sure which forum is most appropriate for this question.

 

I have development team that needs a central place to store documents (policies, procedures, how-to's, etc). We have Sharepoint existing in the company. It seems like a good tool for the job. Default behavior works for the vast majority of our needs.

 

The issue I have is expiring a document. For example a procedure document needs to be reviewed on a periodic basis to ensure it is still valid. Is there a way to send an email or similar action if a document has not been updated in the past 12 months and thus the approval has expired?

 

I would not want the document to to be purged. I simply want an indication/notification that the document is stale.

 

Advice/ideas/thoughts?

 

Thanks,

Scott

Answer 1

I can think of a couple approaches.

 

Use a content query part that shows "stale" documents (filters off a date).

 

Use workflow.

 

Use a KPI (similar to the CQWP in effect).

 

I think these all require MOSS.

 

Answer 2

Scott Buddy!  I feel your pain.  In fact, I am looking to use MOSS 2007 to help me with JUST THAT.  we have TONS of docs, and I'd like an alert to be sent to someone when they are older than 30 days.  Then to another person if they get older than say 90 days.

 

Did you have any success?

 

Garth

Answer 3

Yes, I'd also be interested in knowing if you found a solution to this using the items modified date ideally?

 

Thanks!

 

Answer 4

I've been able to generate a workflow within SharePoint Designer, which will produce notification emails addressed to site members, when a document is due to be review following a specified period based on the documents modified date. I based it on the details held in the following blog - http://bluesurftech.com/TechBlog/Lists/Posts/Post.aspx?List=f66fed30%2Da22a%2D43f6%2Da52b%2D5a2f3bedd6e7&ID=18&RootFolder=%2A

 

However, the review date isn't amended to reflect a modified date change which has occurred sooner than expected? Even with selecting the options to run the workflow on creation of a new item and when an item has been modified?!

Answer 5

I've moved on a bit since my last post as I've added another condition to the workflow which is activated on the "Else if modified between" test. This is firing a workflow based on a modified date change prior to the expected review date, generated off of the previous modified date for an item.  

   

However, this then gives me another issue as this workflow is fired-off in addition to the existing one which is sitting waiting on the "Pause until" action. Is there a way to automatically cancel/supersede an existing workflow for an item with the latest one?

 

Answer 6

Hi,

May this help u out.

https://www.nothingbutsharepoint.com/sites/eusp/Pages/Applied-SharePoint-2010-Governance-Part-2-Automated-Content-Review-with-Workflows-and-Policies.aspx

thanks

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iffi