Question

Adding ordinary folders to RM folders

Records Management

Updated April 13, 2015

asked on April 13, 2015

The RM documentation states that any folders added under a record series becomes a record folder, but my workflow moves standard folders into record folders and this option is not mentioned as far as I can tell. They retain the look of normal folders and have no record properties, although the documents inside them inherit the retention properties of the record folder. So I can cut them off individually, but not at the parent folder level. My questions are:

1. Is there something I can do to be able to cutoff these documents at the folder level, or is this possible in a version later than the 9.0 that I'm running?

2. If not, what happens when the documents inside these folders are destroyed? Will the parent folder simply be abandoned because it lacks any record properties?

3. Are there any other caveats to doing this?

Thanks.

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Answer

SELECTED ANSWER

replied on April 13, 2015 • Show version history

Hi Barry,

Records Management actions can only be performed at the Record Folder level and at the document level. Records Management actions cannot be performed at the individual subfolder level underneath the Record Folder level.
When you destroy a record folder, the subfolders and entries (not images or text, etc.) below will remain if you had chosen the option to retain metadata information in the repository when you had setup the retention schedule. If you did not choose to retain the metadata information, then the record folder and all of its contents would get deleted.
If you are looking to have more control over performing records management actions over various subsets of documents, then perhaps you can use nested Record Series and then have the Record Folder act as your regular folders from your previous scenario. Note that you can only have one level of Record Folders though. Any new folders created under an existing Record Folder will be treated as a regular folder.

Regards

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replied on April 13, 2015

Thanks, Alex

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Adding ordinary folders to RM folders

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