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Make each of the document in the document library read-only RRS feed

  • Question

  • Hi,

    I would like to know if there is a way to make all the douments in a document library read-only. What I meant by read-only is they can't even edit the document when it opens it, just like as if it is a picture.

    Thanks in advance. Your help would be greatly appreciated.

    Wednesday, November 14, 2012 2:02 PM

Answers

  • You can use Information Rights Management to control what users can do with documents they download from SharePoint.  Check this TechNet article on how to implement:

    Configure Information Rights Management (SharePoint Server 2010): http://technet.microsoft.com/en-us/library/hh545607(v=office.14).aspx


    Brandon Atkinson
    Blog: http://brandonatkinson.blogspot.com
    Twitter: http://twitter.com/tehremo

    Wednesday, November 14, 2012 3:14 PM
  • Hi there,

    Depends on the flavour of SharePoint; and whether the roles of those who could access the documents needs to be further defined and managed.

    If you have Records Management capability you could use In Place Records Management to prevent Edit / Delete for all documents going into the relevant document library irrespective of security, plus provide auditing to identify unlocks (plus more). For more information check this out: http://technet.microsoft.com/en-us/library/ff363732(v=office.14).aspx

    If you do not have capability, then you could set security so that all visitors to the document library are READ only roles - the only difficulty is maintaining the relevant security group. If you are unsure on what this means, check out this link: http://technet.microsoft.com/en-us/library/cc721640(v=office.14).aspx

    In both cases, the document will still open in the relevant associated application; however, the user will be prevented in making modifications to the document - I would certainly consider Records Management in this regard. The only exception is the roles associated with the second option (set security roles to READ); you would have manage them going forward; however, if you immediately want the documents to be set to Read-Only this is the fastest method.

    Hope this helps

    G

    Wednesday, November 14, 2012 3:27 PM

All replies

  • You can use Information Rights Management to control what users can do with documents they download from SharePoint.  Check this TechNet article on how to implement:

    Configure Information Rights Management (SharePoint Server 2010): http://technet.microsoft.com/en-us/library/hh545607(v=office.14).aspx


    Brandon Atkinson
    Blog: http://brandonatkinson.blogspot.com
    Twitter: http://twitter.com/tehremo

    Wednesday, November 14, 2012 3:14 PM
  • Hi there,

    Depends on the flavour of SharePoint; and whether the roles of those who could access the documents needs to be further defined and managed.

    If you have Records Management capability you could use In Place Records Management to prevent Edit / Delete for all documents going into the relevant document library irrespective of security, plus provide auditing to identify unlocks (plus more). For more information check this out: http://technet.microsoft.com/en-us/library/ff363732(v=office.14).aspx

    If you do not have capability, then you could set security so that all visitors to the document library are READ only roles - the only difficulty is maintaining the relevant security group. If you are unsure on what this means, check out this link: http://technet.microsoft.com/en-us/library/cc721640(v=office.14).aspx

    In both cases, the document will still open in the relevant associated application; however, the user will be prevented in making modifications to the document - I would certainly consider Records Management in this regard. The only exception is the roles associated with the second option (set security roles to READ); you would have manage them going forward; however, if you immediately want the documents to be set to Read-Only this is the fastest method.

    Hope this helps

    G

    Wednesday, November 14, 2012 3:27 PM