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SkyVault Records Management 2.5 » Using Records Management » Managing the File Plan

Managing records

There are various options available to help you manage record. These are available to users with the appropriate capabilities.
In the File Plan hover over a record to display the available actions. The standard actions available are shown. Additional options are available dependant on the stage a record is at in the retention schedule. See the relevant topics for further details.

Action Select this to...
Download Download the file to your computer.
Edit Metadata Edit the metadata for the record.
Complete Record Declare the file as a record. All required metadata fields must be complete. When you declare the file as a record, this action toggles to the Reopen Record action.
Reviewed Marks a vital record as reviewed.
Reopen Record Revert the item back to an incomplete record.
Add Record Metadata Associate an undeclared record with one or more record types.

This option is only available in DoD 5015.2-STD compliant Records Management sites.
Add to Hold Hold the record. You can view on hold records in the Holds area on the explorer panel. When you hold the record, this action toggles to the Remove from Hold action.
Copy to Create a copy of the record in another location in the File Plan.
Move to Move the record to another location in the File Plan.
File to File an unfiled record to the File Plan.
Link to File a record in multiple locations in the File Plan and create a link. This gives the appearance of duplicating the record in another location, though actually there is just one record stored in multiple folders. Changes made to the record in one location will be reflected in the other locations.
Unlink Record Available for records that have been linked from another record, you can unlink the record. This will remove it from the folder it was linked to.
Delete Delete the record from the File Plan.
View Audit Log View the auditing information for this record. The Audit Log displays the activity information in a new window and has options to export or file this information as a record.
Reject Reject an unfiled record. If you select to reject a record then you need to enter a reason for the rejection. This reason be viewed when looking at the file the record was created from in it's originating site.
Request Information Request further information about a record from other users. This is only available for incomplete records.
Manage Permissions Use the Manage Permissions option to control user permissions for records.
Add Relationship Add a relationship between records such as a cross-reference or obsoleted by.

When a record has been completed not all of these actions will be available.

When the record is on hold (identified by the Frozen icon), a limited set of actions is available.

Vital records display the Vital record icon.

  • Viewing records The record details page gives you access to the actions available to be performed on a record, the custom metadata, references to and from other records, and the record URL.
  • Linking records 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.
  • Creating relationships between records You can add relationships to records to create a connection between them. This can be useful, for example, to track records that have been superseded or obsoleted.
  • Reviewing vital records If you've set up a review period for vital records in the record category or folder, you can review this for individual records.
  • Managing unfiled records All records filed from a non-Records Management site are added to the Unfiled Records area by default.
  • Completing record events If a retention schedule has event-based steps, then you need to complete those events before the schedule can move on to the next step. Some steps are automatically completed but most of them you need to complete manually.
  • Editing a review date If you've set up a review period for vital records in the record category or folder, you can edit the review date for individual records.
  • Editing a record retention date If a record is subject to a record level retention schedule, you can review the retention date for the next step in the retention schedule that applies to the record. This is done at record level only and does not affect the retention schedule.
  • Processing records Retention steps are generally completed manually, though retain and cut off steps can be completed automatically by a system process that is run daily. You can also set up a rule to complete steps automatically.
  • Adding records to a hold Users with the appropriate capabilities can add records and folders to a hold.
  • Reverting a record to be an incomplete record If you need to stop a record from being subject to retention schedules, you can reopen it so that it reverts to being an incomplete record.
  • Deleting records When you don't need a record any more you can delete it.
Parent topic: Managing the File Plan

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