Users can perform Records Management administration tasks from the Records Management Administration window, which displays information for each managed folder. To access the Records Management Administration window, select Admin | Records Management | Administration.
The following table describes the Records Management Administration window.
|
Element |
Description |
|---|---|
|
Status drop-down |
Select a status to display folders in a specific disposition. Use this filter to manage all folders belonging to a particular status at one time. The following Status options are available:
|
|
Folder Type drop-down |
Select a Folder Type to display only folders of that Folder Type. Note:
Either a status or a Folder Type must be selected for folders to be listed in Records Management Administration. |
|
Only show empty folders |
Select to display only folders that contain no documents. Use this option to identify empty folders that can be deleted. For information about deleting folders, see Deleting Open Managed Folders. Note:
This option displays only folders that are truly empty. It does not include folders that appear to be empty because you lack privileges to their contents or because the documents are in Document Maintenance. |
|
Folder |
Displays the name of the folder. |
|
Status |
Displays the folder's status and whether it is on hold. |
|
Type |
Displays the folder's Folder Type. |
|
Transitioned |
Displays the date that the folder entered its current status. For folders that have had only a status of Open, this is the creation date. |
|
Effective Date |
Displays the date that the folder is scheduled to transition to the next status. If the next status is determined by an event, no date is displayed. |
|
Previous Event |
Displays the event that transitioned the folder to its current status, if applicable. |
|
Previous Status |
Displays the folder's last status, if applicable. |
|
Retention Plan |
Displays the name of the retention plan that the folder is following. |
You can perform several tasks from the Records Management Administration window:
-
To run a report on the folders currently displayed, right-click anywhere on the list and select Create Report. See Running Records Management Reports for more information.
-
To sort folders by a column, click the column's heading. Columns also can be resized to display more information. Click and drag the divider to the right of the column heading to change the column's width.
-
To view a folder, select the folder; then right-click and select View Selected. If you have sufficient privileges to view the folder, it is displayed in the File Cabinets window.
-
To refresh the Records Management Administration window, right-click anywhere in the folder list and select Refresh.
-
To approve folders for destruction or purging, see the following topic.
A maximum of 64,000 results can be displayed in Records Management Administration. Use the Status and Folder Type drop-down lists to narrow the results list.