Manage Records

The Records option, available under Manage on the Main Menu, provides access to all Records that are being managed by Gimmal Records. This view allows you to perform actions to manage individual records.

Finding a Record

The drop-down box on the Find resource (A) allows you to choose a value to search by:

• Title

• Identifier

• URI

A number of actions can be taken on each Records from the Manage | Records page.

Viewing Record Details

The Record Details screen provides detailed information pertaining to an Individual Record. From this screen, you can see what Record Class an item has been assigned, where the item is in its Lifecycle, its declaration status, as well as any Legal Holds that may exist on the item.

To view the details of a Record, perform the following steps:

1. Select Manage from the Main Menu.

2. Select Records from the left Navigation Menu.

3. Click the ellipsis (…) for the desired Record (B). The Record Details screen displays, as shown below.

Menu Options

Informational details and action options are available for each Record via the drop-down menu (C)

The menu items available to choose from are dependent on the properties of the selected record and may look different from the screenshot above.

Classify

To manually classify a Record (assign it to a specific Record Class), perform the following steps:

1. Select Manage from the Main Menu.

2. Select Records from the left Navigation Menu.

3. Click the drop-down for the desired Record.

4. Select Classify.

5. Choose the desired Record Class.
   Note: If the selected Record Class is ‘Case Based’, an optional ‘Case File’ field will become visible and an associated can be manually selected.

6. Click ‘Confirm’.

Declaring & Undeclaring Different Types of Records

1. Select Manage from the Main Menu.

2. Select Records from the left Navigation Menu.

3. Click the drop-down for the desired Record.

4. Select one of the following from the menu:

   • Declare Record

   • Undeclare Record

   • Declare Vital

   • Undeclare Vital

   • Declare Obsolete

   • Declare Superseded

5. A verification menu will appear. Click Confirm to save your choices.

Creating a Legal Hold Manually

To apply a Legal Hold to an item manually, perform the following steps:

1. Select Manage from the Main Menu.

2. Select Records from the left navigation menu.

3. Click the drop-down for the desired Record. (The drop-down options you see may vary, depending on your permissions.)

4. Select Legal Hold.

5. Select the appropriate Legal Case from the drop-down list.

6. Click Confirm.

Only legal cases that are created and open are available for holding new items.

Viewing the Record Audit

To view the Audit Log for an individual item, perform the following steps:

1. Select Manage from the Main Menu.

2. Select Records from the left navigation menu. A list of records displays on the page.

3. Click the drop-down to the right of the desired Record. (The drop-down options you see may vary, depending on your permissions.)

4. Select Audit. The Audit window opens for the selected Record, showing a time-stamped list of all of the operations performed on that Record.

5. Clicking the ‘View as Report Link’ will open the selected audit on a Report page. From here, the report can be filtered and exported.

To search for a specific audit log entry, enter a keyword(s) in the Find field in the upper right corner.

Viewing the Record Properties

The Record Properties show all the metadata associated with the item in a single view. The metadata available to view will depend on the type of record and the configuration options of Gimmal Records.

To view the Properties for an individual item, perform the following steps:

1. Select Manage from the Main Menu.

2. Select Records from the left Navigation Menu.

3. Click the drop-down for the desired Record.

4. Select Properties. The Record Properties dialog opens, enabling you to view all of the properties for that record.

5. Click Close to close the dialog.

Record Overview

The Record Overview page provides a single point where properties can be viewed and actions taken for a selected record. In addition to the Manage | Records view, this screen can also be reached via a link in the Record Properties, or, if viewing an item in SharePoint, using the ‘Manage Record’ context menu.

The tabs available are as follows:

Tab name	Tab Details
Details	Basic Details for the records. An item can be classified by clicking the ‘Classify’ button in the Record Class section.
Properties	Shows the metadata associated with the item in a single view. The metadata available to view will depend on the type of record and the configuration options of Gimmal Records.
Legal Hold	Listing of the legal holds applicable to this item. A Legal Hold can be associated with this record by clicking the ‘Legal Hold’ button and selecting the Legal Case and clicking ‘Confirm.’
Audit	View of all the audit log entries for the selected item.
Declaration	Options for setting the declaration status of a record. Be sure to click ‘Save’ to confirm any changes.