ShareGate Desktop supports copying records to and from SharePoint versions 2010 and up. Records from earlier versions won't be copied.
Policies can be added for the retention of items declared as record.
The migration of policies is currently not supported by ShareGate Desktop. The items will be copied but the retention rules will be lost.
Declaration Roles Setting
The record declaration settings of the site collection allow administrators to set the declaration of records to use only policies actions. This setting prevents ShareGate Desktop to declare the desired items as records. The recommended workaround is to ask the site collection admin to temporary remove the restriction before the migration of records.
Record Restrictions Setting
By default, SharePoint uses the record declaration settings of the site collection to determine if an item declared as a record should be protected or not. These settings are saved on each record and they aren't affected when the site collection settings are modified afterwards. ShareGate Desktop cannot override the settings on each record and is forced to apply the protection as determined at the destination. The recommended workaround is to ask the site collection admin to define the protection of records in the site collection before the migration of records.
Audit log information is often very important for records, but ShareGate Desktop does not support migrating this information. The recommended workarounds are to either keep a backup of the source SharePoint database, or to use ShareGate Desktop's Audit Report to extract audit information and export it to Excel.
ShareGate Desktop does not deactivate the workflows during the copy when migrating list content only (when migrating sites or entire lists, ShareGate Desktop will disable the workflows during the copy). If they are activated, the workflows can interact with the document while ShareGate Desktop copy the items, causing unexpected behavior. It is recommended to deactivate the workflows at the destination before copying the records.
ShareGate Desktop does not deactivate the event receivers during the copy when migrating. If they are activated, it can interact with the document while ShareGate Desktop copy the items, causing unexpected behavior. It is recommended to deactivate the event receivers at the destination before copying the records.
Items declared as records are elements that must be "frozen" in time. The edition is blocked in ShareGate Desktop, even if the site collection settings allow the update. For this reason, these features will not work with items declared as records :
- Export / Import with Excel
- Bulk edit
- Overwrite a destination file that is declared as a record during a migration
Export from SharePoint
ShareGate Desktop allows the user to export documents to their file system even if they are records in SharePoint. However, all the metadata associated with records included in the file will be stripped. This way, if the document is imported back into SharePoint, they will not be declared as records. However, the user can still declare those files as new records if they wish but the original date will not be kept.
System account checkout
When declaring a record in SharePoint, the record is automatically checked out by the System account. However, when migrating a record to Microsoft 365 using the Insane Mode, the destination item will not be checked out by that account because of a limitation in the Azure Import API. Manually checking out the file in SharePoint could potentially lock the file in this state as it will be a record at the destination that could be protected in edition and deletion.