Running Records Management Reports - Records Management - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Premier - Essential

Records Management

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

Records Management reports allow administrators to view information about all managed folders that have a specific status. These reports are generated and archived to the SYS Records Management Document Type in OnBase. They contain the following information:

Element

Description

Folder

Displays the name of the folder.

Type

Displays the folder's Folder Type.

Transitioned

Displays the date that the folder entered its current status. For folders that have only had 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.

If any folders are on hold, the following information is displayed for each hold:

Element

Description

Hold

Displays the type of hold.

Hold Placed By

Displays the user who placed the hold.

Hold Placed

Displays the date the hold was placed.

Reason

Displays the reason for the hold.

To run a report for one or more statuses, do the following:

  1. In the OnBase Client, select Admin | Records Management | Create Reports. The Records Management Reports dialog box is displayed.
    Tip:

    Reports can also be generated from the Records Management Administration window for all folders displayed. To run a report, right-click anywhere on the list and select Create Report.

  2. Select the statuses to include in the report. If a Records Management report has previously been generated from this workstation, the statuses selected for the last report are still selected.
  3. Click Create Report. The report is generated and archived to the SYS Records Management Document Type. If you have privileges to view the Document Type, the report is automatically displayed.