Records Management Administration - Records Management - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Essential - Standard - Premier

Records Management

Platform
OnBase
Product
Records Management
Release
Foundation 23.1
License
Essential
Standard
Premier

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:

  • Open

  • Closed

  • Cutoff

  • Awaiting Approval

  • Destroyed

  • Permanent

  • On Hold

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.

Note:

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.