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SkyVault Records Management 2.1 » Using Records Management » Managing the File Plan

Managing record folders

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

Action Select this to...
View Details View the record folder details page, where you can see the metadata and a full list of actions.
Edit Metadata Edit the record folder metadata.
Close Folder Close the folder. A closed record folder cannot accept records for filing. When you close the folder, this action toggles to the Re-open Folder action.
Review All Mark all vital records in a folder as having been reviewed.
Freeze Freeze the folder. You can view frozen folders in the Holds area on the explorer panel. When you freeze the folder, this action toggles to the Unfreeze action.
Copy to Create a copy of the folder in another location in the File Plan.
Move to Move the folder to another location in the File Plan.
Manage Permissions Set the user and group access for the folder.
Delete Delete the folder from the File Plan.
View Audit Log View the auditing information for the folder. The Audit Log displays the activity information in a new window and has options to export or file this information as a record.
Manage rules Create and edit rules so that folder content is managed automatically.

Note: When the folder is closed or frozen, a limited set of actions is available.
  • Viewing record folders The record folder details page gives you access to the actions available to be performed on the folder, the custom metadata, and the folder URL.
  • Editing a record folder You can edit a record folder if you need to make any changes to its metadata.
  • Completing folder events If a disposition 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 folder disposition date If a folder is subject to a folder level disposition schedule, you can review the disposition date for the next step in the disposition schedule that applies to the folder. This is done at folder level only and does not affect the disposition schedule.
  • Processing records Disposition 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.
  • Freezing record folders Users with the appropriate capabilities can freeze records and folders. This places a hold on the record or folder. A hold allows objects frozen for a particular reason to be tracked as a set. Holds prevent changes to frozen objects, which have their retention schedules suspended until the hold is removed. When you freeze a folder, all records within the folder are also frozen.
  • Closing a record folder Users with the appropriate capability (Folder Control) can close folders. Closed folders cannot accept any further records.
  • Deleting a record folder When you don't need a record folder any more you can delete it.
Parent topic: Managing the File Plan

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