Applying Retention to Folders

replied on March 22, 2017

Hi Robyn

You cannot convert Regular Folders to Record Series Folders.

You are going to have to set up a Record Series and apply the RM attributes (Cut off/Retention Schedule, etc).and then migrate your data to them from your other folders. You can move the files manaully or write a WF to perform the move for you.

It is common that user may interact with files in the Regular Folder view, and those documents then be sent to the Record Series once they are deemed to be official Records, with a shortcut placed back in there original folder for them to access. This way you aren't all users access directly to the Record Series, typically just the Records Managers.

Suggest you also check out Answers and the Support site for Records Management Best Practices before you take the plunge.

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replied on March 22, 2017 • Show version history

Hi Steve,

thank you for your response. I guess the issue that I have with setting up the Record Series separate from the records themselves (and using shortcuts) is that it creates its own issues.

For instance, when doing a title search, you get two hits: the shortcut and the document itself. When not doing a title search, you return the original document, which confuses the user if they're using the search to figure out where to file.

If you know of a solution to this, then maybe this is a route I would take; but I think it becomes unnecessarily complicated/inefficient. I will review RM best practices, however, to assist me.

Thanks again.

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replied on March 22, 2017

Because of the complexities of retention requirements and usual lack of end user knowledge of the retention policies, it is common when implementing RM to set up incoming folders for new documents and let workflow file them based on metadata. This ensures that the documents get placed under the correct record series (as long as the metadata is correct) and places a shortcut in the correct location under the standard folder structure.

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replied on March 22, 2017 • Show version history

If you set up the security the right way, you users will only find the files in the folders they have access to, and not the record series, but if they click on the shortcut in their folders, it will allow them to open the file.

This is typically done so you don't end up with everybody having a copy of the same files in their individual folders and being able to limit the files that people can see. Also, there is just one document (the record), that the different departments are pointing to.

If you want to allow them instead to search in the record series and have no files in their own folder, that can be done as well, it's just a matter of security settings but not recommended as Best Practice..

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replied on March 22, 2017

Hi Steve,

With your suggestion, the limitation is searching by a document's content. Because a shortcut doesn't have content to search (i.e., text, ocr'd content) and because the original document would be secured - how could someone search?

This is the crux of the problem.

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replied on March 23, 2017

Hi Robyn, when you set up the Record Series you have to add the Users to them, but set their rights to Browse and Read and "Documents Only". This way they will not see the Record Series but when they do a Context search it will also include those documents in the Record Series and return just the documents, not the shortcuts

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replied on March 23, 2017

Thanks, Steve; however, if they then use tools such as "open containing folder" or the "path" column to find related documents or find out where the ideal filing location is: it won't work.

This is why it's ideal to have documents in one location, rather than splitting it. I thought a "central" repository was a selling point of Laserfiche, rather than creating two repositories.

I'm not sure why Laserfiche decided to build the system this way. What you're describing may be best practice for the way Laserfiche was built, but other EDRM systems don't function this way. Finalizing a record should be at the record level where a built-in workflow changes it to read-only, it stays in its original folder, and retention begins on that one record within it's immediate parent folder's retention. This is a feature I really hope Laserfiche develops in the next few years.

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replied on March 23, 2017

Hi Rob, I was just giving examples, as I'm unaware of your environment or requirments. You don't have to follow the example above and I would fall back to Laserfiche's Best Practice document. From my experience, Record Managers may have different ways of organizing documents or a required to follow a filing system that is governed by an organization such as a municipality, which is why Laserfiche allows this level of functionality.

You have to define your goals of how you want people to access the documents, their rights and privileges and then determine the best way to set up your system. Unfortunately, to get the value and functionality that a Record Series, you have to migrate your documents into a record series.

If you want to give your users the ability to search, read, open files directly in the records series, you can do that all of that with Laserfiche, it simply a matter of how you chose to configure the system.

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replied on March 23, 2017 • Show version history

Hi Steve,

Yes. You're exactly right. I guess I just wish there was more flexibility in the system to allow my vision to be configured without having records series throughout. When I look for solutions, the approach you've suggested is a common one - I am just of the opinion that it's not a great one. My frustration isn't directed at you, but at this limit of my imagination, really. I really do appreciate you taking the time to respond and provide guidance.

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