The following steps describe how to configure a Folder Type for Records Management.
- Select the Folder Type in Folder Type configuration.
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On the Settings tab, select the Records Management usage option.
CAUTION:
Once you select the Records Management option, you cannot save this change until the Retention Plan and Event Set are established. If you navigate away from the Folder Type without these two settings set, the Folder Type's Usage setting will be reset to Client. This same behavior occurs also if you navigate away from the Records Management tab without applying a retention plan or event set.
- Select the Records Management tab.
- Create the appropriate hold reasons. See Creating Hold Sets for more information about configuring hold reasons.
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Select the Retention Plan from the drop-down list. For more information about Retention Plans, see Creating Retention Plans.
Once a folder is created for the Folder Type, the Settings are disabled and you need to click Change Retention Plan to edit the retention plan. See Changing a Retention Plan for more information.
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If the folder's retention plan assignment should be based on a Keyword Value, select a Retention Plan Set. To create a retention plan set, see Creating Retention Plan Sets.
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Retention plan sets are available only if they are based on a Keyword Type assigned to the selected Folder Type.
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If the Keyword Value on a folder is not mapped to a retention plan, then the default retention plan you selected in the previous step is used.
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Once a folder is created for the Folder Type, the Settings are disabled and you need to click Change Retention Plan to edit the retention plan set. See Changing a Retention Plan for more information.
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- Select the Event Set from the drop-down list. For more information about Event Sets, see Creating Event Sets. Only the events within the selected Event Set will be available for selection in the Client.
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Click Save.
CAUTION:
Once a Records Management Folder Type is saved and a folder of the Folder Type is created, its settings cannot be edited. The only exception is if a Folder Type does not have a hold set assigned. You can assign a hold set to a Folder Type that has existing folders, but once you navigate away from the Folder Type, this assignment cannot be changed.