You can link records to a folder other than the one they're filed in to file them in
multiple locations in the File Plan.
This gives the effect of "duplicating" the record in another location, though there is
still only one record, but it's now contained in more than one folder. Changes made to the record
in one location will be reflected in all the other locations, and this includes deleting the
record.
Important: It's recommended that you don't link a record to a location where
it will be subject to a retention schedule with different steps or a different sequence of
steps.
Note: The link option is only available to users who have the Link Records
capability assigned to them by the Records Management Administrator.
- Hover over a record in the File Plan and click More then Link to.
- Select a folder in the File Plan to link a record to.
-
Click Link.
A link is created in the destination folder. All copies of the record display the
icon.Note: Linked records won't move to the next retention step until the period for the current step has been completed in all retention schedules it falls under. So in effect they follow the retention schedule that has the longest period for a step.
You can click More then Unlink Record
against the record in the destination folder. This will remove the linked record from the
destination folder.
Note: The unlink option is only available to users who have the Unlink Records
capability assigned to them by the Records Management Administrator.