If you select to Search by for a search, then the following fields
are available if you select a Content, Record,
or Retention Schedule field.
| Title | Field name | Description |
|---|---|---|
| Keywords (text and name) | keywords | Used to search for the name, title, description fields, and text. This field is tokenized. |
| Identifier | identifier | The unique identifier for the record. The system generates this identifier. |
| Name | name | The name of the record. This is populated with the name of the file that was uploaded. |
| Title | title | The title of the record. This is populated with the name of the file that was uploaded. Change the value to show the title of the record. |
| Description | description | A short description of the record. |
| Creator | creator | The person(s) who created this record. |
| Created | created | The date that this record was created. |
| Modifier | modifier | The last user to make any modifications to this record. |
| Modified | modified | The time that the last modification occurred. |
| Author | author | The name of the document author(s). |
| Originator | originator | The person or department in the Originating Organization. |
| Date Filed | dateFiled | The date that the record was filed. |
| Publication Date | publicationDate | The date that the record is published. Select the date from the calendar selection box. |
| Review Date | reviewDate | The date that this record is due for review. |
| Originating Organization | originatingOrganization | This is who created the document/record in the first place. Often this will be the organization running the software, but in some cases might be an external organization. |
| Media Type | mediaType | The type of the media. |
| Format | format | The media on which the record is stored. |
| Date Received | dateReceived | The date that the record was received from the originator. |
| Location | location | The physical location of the record. This is mainly applicable to non-electronic records. |
| Addressee | address | The address of the originating organization to be used for correspondence. |
| Other Addressee | otherAddress | The CC list from an email. |
| Supplemental Marking List | markings | This list is defined in the RM List of Values tool in the RM Admin Tools. |
| Retention Events | dispositionEvents | User defined retention events. |
| Retention Action Name | dispositionActionName | The name of the retention action. The values can be Accession, Destroy, Retain, Transfer, and Cutoff. |
| Retention Action As of Date | dispositionActionAsOf | The date that the retention action occurred. |
| Retention Events Eligible | dispositionEventsEligible | Specifies whether this record has any eligible events. The values can be true or false. |
| Retention Period | dispositionPeriod | The period of time to which the retention action is set. The values can be day, fymonthend, fyquarterend, fyyearend, monthend, quarterend, yearend, immediately, month, none, notset, quarter, week, or year. |
| Has Retention Schedule | dispositionSchedule | Specifies whether this record is under a retention schedule. The value can be true or false. |
| Retention Instructions | dispositionInstructions | The text summary of the retention steps. |
| Retention Authority | dispositionAuthority | The legislation relevant to the retention instructions, in particular, relating to the disposal of the record. For example, GRS 2 Item 7. |
| Hold Reason | holdReason | The reason that the record is in the Hold area. |
| Vital Record Review Period | vitalRecordReviewPeriod | The review period set for a vital record. The values can be day, fymonthend, fyquarterend, fyyearend, monthend, quarterend, yearend, immediately, month, none, notset, quarter, week, year. |