Dears,
Is it possible to apply RM on a repository that already have a folder structure, documents and workflows?
If so, how we can do that without transparent RM?
Thank you,
That is pretty much the exact use case for using TRM, when the users would like to continue accessing records from their current locations. You're exactly right, moving entries to different folders will certainly require some planning and consideration to make sure that existing workflows still function as planned, but that's part of the planning and consideration that goes into planning any Records Management system. The fact that you're trying to move entries to a Records Management structure after the repository has already been set up makes things a little more complicated, but like I said, all Records Management implementations will require planning and testing to make sure users have access to what they need and that the workflow user's security allows for workflows to continue working as expected.
Hello Maged,
If you don't want to use Transparent Records Management, then this should be pretty straightforward! All you'll need to do is create the Records Management folder structure that you want to use and set up the retention information for those folders. Once you have the Records Management structure created and configured with the appropriate information, you should move the files (either using Workflow or manually) from their standard folder to the record folder!
Let me know if you have any other questions!
Thank you Rob,
Moving the files to the RM folder structure may raise problems, the current users are used to work with the current structure which has the full security applied, also, there are a lot of workflow are in place that do operations based on search and routing, and we afraid to affect our implementation.
Moving the files, and retaining shortcuts could affect the applied access rights, is it right?
Waiting for your feedback.
That is pretty much the exact use case for using TRM, when the users would like to continue accessing records from their current locations. You're exactly right, moving entries to different folders will certainly require some planning and consideration to make sure that existing workflows still function as planned, but that's part of the planning and consideration that goes into planning any Records Management system. The fact that you're trying to move entries to a Records Management structure after the repository has already been set up makes things a little more complicated, but like I said, all Records Management implementations will require planning and testing to make sure users have access to what they need and that the workflow user's security allows for workflows to continue working as expected.