The central entity that makes up the File Plan is called a Record Class. A Record Class defines a named grouping in which records can be assigned. Associated with this grouping, or Record Class is a number of properties that define more detailed information about the grouping, as well as the Lifecycle that is assigned to this Record Class.
A Record Class named "Undefined" is created and available by default. You can't perform the typical tasks on this Record Class that you can on others (e.g., edit, delete, set lifecycles, etc.)
Creating a Record Class
To create a Record Class, perform the following steps:
Select Plan from the Main Menu.
Select Record Classes from the left navigation menu. The Record Classes page displays.
Click Create. The Create Record Class dialog opens.
Enter the desired Record Class Properties.
Defines the unique name of the Record Class
Defines a unique code for the Record Class
Defines the priority of this Record Class in relation to other Record Classes when Classification Rules overlap amongst multiple Record Classes (see Classification section)
Defines the description of the Record Class for informational purposes
Defines the organization that owns this Record Class (i.e. Department, Region, etc)
Defines a free form field that can be used to provide detailed notes for the Record Class
Defines whether the primary record data will be archived during disposition Note: Version 4.0 and above
Archive Record Properties
Defines whether the record properties will be archived. This is only available if Archive Records property is set to "Yes". Note: Version 4.0 and above
Archive Record Audits
Defines whether the audit trail will be archived. This is only available if the Archive Records property is set to "Yes". Note: Version 4.0 and above
Defines whether a Destruction Certificate will be generated during disposition Note: Version 4.0 and above
Record Declaration Rule
Defines how items become Declared Records in the system. Possible values are:
Always – Items are always automatically Declared Records and cannot be Undeclared Records.
Possible – Items are not automatically Declared Records but can be Declared either Manually or as defined by Lifecycle.
Never – Items cannot be Declared Records.
It is important to understand the difference between a Record and Declared Record to understand how this property works.
Defines how items become Vital Records in the system. Possible values are:
Always – Items are always automatically Declared Vital and cannot be Undeclared Vital.
Possible – Items are not automatically Declared Vital but can be Declared either Manually or as defined by Lifecycle.
Never – Items cannot be Declared Vital.
Expected Monthly Volume
Defines the expected monthly volume of new records into this Record Class. This property is optional.
Defines when the Record Class was first defined. If not provided, the creation date will be automatically used when you click Save.
This can be a date in the future and will prevent classification from starting until this date
Defines when items can no longer be associated with this Record Class. The Record Class will continue to exist and items assigned to the class will continue to be associated, but new items cannot be added.
This property can also be used as a trigger for retention rules.
Specifies if this Record Class is Case-Based (see Case-Based Record Classes)
Case File Rule
Specifies how Case File titles should be automatically generated (see Case-Based Record Classes)
Click the Create button at the bottom of the window. The new Record Class displays on the page.