Categorization & Retention

Introduction

In many cases, when managing Physical Records or Aggregations, the Category for the given Record, Folder, Part or Box is already known, and does not need to be inferred by our Rules engine from metadata you enter. Records365 supports manually assigning a Record Category (and the associated Retention Schedule) to all types of Physical Records.

Assigning Categories to Physical Records

There is a special Field type available in your Physical Profiles that allows you to perform manual assignment of Record Categories to Physical Records. Once a ‘Record Category’ type field has been added to your Profile(s) (see Manage Profile Fields for more details), you can populate this field when editing a Physical item as you would any other field.

The Record Category field performs a lookup against your File Plan, and the item(s) will inherit the relevant Retention Schedule as defined in the Category.