Managing Your File Plan in Records365

How to Manage Your File Plan in Records365

To successfully manage all your records, a good file plan is one of the key components of your system. Here is how a File Plan works in RecordPoint Records365.

Video Transcript

A sound file plan is one of the critical components of your system to manage records successfully. You can easily navigate to the file plan from the manage section or the dashboard shortcut.
Here, you can find a list of all the record categories that are adopted by the entire organization to categorize the records.
We arrange the file plan in a hierarchical tree-like structure. Each of the record categories will assign a set of attributes and a retention schedule.
The retention schedule is used to attribute a disposition action to the selected record category, and all the records categorized under the record category will inherit this disposition action.

Add a Record Category

To add a new record category to your file plan, click on Add Record Category, provide a name for the category, a record category identifier which is unique, and remember that it cannot be changed once created.
The name of the disposition authority who will carry out the disposal. Select the category that it should be placed under, or leave blank if it does not have a parent category.
Describe the record category. Indicate if we should transfer the records tomorrow and if the files are important. Once you're happy with the details, click on save.
Now, to link retention schedule with this newly created record category, navigate to the retention schedule tab. Click on add disposition phase, which will open a sidebar to fill in the details.
Here we select the disposition action. Decide whether we will destroy the records under this category after a certain amount of time, or if we should retain them permanently.
If selecting destroy, provide the term duration. The files can have an immediate disposal due date or a specified number of days, weeks, months, or years. Select the event that will trigger this disposal. The fields can be internal or from the content source.
You can also add multiple events, and if the record under this category has both the fields, then the longest retention schedule will be assigned to it. Click on apply.
Once we apply the retention schedule to the record category, click on save. We can find this newly created record category under the file plan, and it's ready for use.

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