When files are updated in Alfresco, a new version number of the file is created. You can declare one or more of these versions as records, allowing you to keep a record of the changes that have been made throughout the life cycle of a file.
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In the Document Library of an Alfresco site find the file you want to file
a version of as a record.
Note: You can see a file’s version history by clicking on the file, then in the file preview screen scrolling down to the Version History section. You can revert to previous versions by clicking the
icon.
You can find these records in the Unfiled Records folder in the File Plan explorer panel. New records display in the File Plan as incomplete records. Any required metadata needs to be added before the records can be set to complete.
Note: A file that has had versions declared as records can be
deleted. The records remain in the File Plan.
If you delete or destroy a record that was declared from a version, then that version is marked as deleted and can’t be accessed. Other versions of the file remain unaffected.
Note: You can also set up folder rules in a non-Records Management
site so the file versions can be automatically declared as records. For example, you
could create a rule that when a file is tagged as “Confirmed”, then a record will be
created of that file version and added to the Records Management site. Version
details will be available when looking at the record in the file preview screen on
the Records Management site.