Record Classes

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 (see list below).
Click the Create button at the bottom of the window. The new Record Class displays on the page.

Record Class Properties

Property	Description
Title	Defines the unique name of the Record Class
Code	Defines a unique code for the Record Class
Priority	Defines the priority of this Record Class in relation to other Record Classes when Classification Rules overlap amongst multiple Record Classes (see Classification section)
Description	Defines the description of the Record Class for informational purposes
Organization	Defines the organization that owns this Record Class (i.e. Department, Region, etc)
Notes	Defines a free form field that can be used to provide detailed notes for the Record Class
Preserve	Defines how Preservation Copies will be created. Possible values are: New Versions – retain all new versions of a document, as well as the current version. All Versions – retain all previous versions and all new versions of a document. Never – retain no versions of a document. Enabling 'Preserve' only works for items managed by the Microsoft 365 SharePoint Connector.
Archive Records	Defines whether the primary record data will be archived during disposition
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
Destruction Certificates	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. There is a difference between a Record and Declared Record. This rule is for Declared Records only.
Vital Rule	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.
Originated Date	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
Close 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.
Case-Based	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)