This table defines terminology specific to the records functionality.
| Term | Description |
|---|---|
| ACM (Access Control Marking) | Access control markings assigned to records, record folders, and record categories prohibit users who lack access to those same markings from detecting or modifying those records, record folders, and record categories. |
| Connection types | Refers to the types of relationships you can establish between records: Peer, Supersede, and Revision. |
| Cutoff | Cutoff states trigger disposition actions when a retention policy includes an event rule for the cutoff state. |
| Cutoff instructions | When a record or record folder in a file plan meets the requirements of the cutoff instructions, the system automatically processes the records, places them in a cutoff state, and the system triggers disposition. |
| Declare | Convert a document to a record which is located in a file plan. The act of declaration requires additional data associated to the record. |
| Disposition action | Determines what happens to a document or record when a retention period ends. The following actions may be a disposition action: Accession, Destruction, Next Phase, Offline Transfer, Online Transfer, or Permanent. |
| File plan | An organizational structure where you apply retention policies and organize records. |
| File Plan Designer | A tool that helps you create and manage your file plans. |
| File plan element | The highest level placeholder and container for all elements nested in the organized hierarchy. |
| Item | Generic term that refers to both documents and records. |
| Page metadata | The data assigned to each page of a record. The type of data you must complete for each page depends on the file type. |
| Pending cutoff | A state for record folders, in which the system automatically processes the folder and all nested content using the cutoff instructions for the record category. |
| Picklist | A grouping of ACMs assigned to a record type, record folder type, or record category type. For additional security, you can assign the ACMs individually to any instance of the selected type. |
| Record category | Contains the cutoff instructions which controls disposition. The top-level folder nested under a record category inherits these instructions. The record category is nested directly below a file plan element and can contain records. |
| Record container | A generic term that refers to a storage unit. For records, a container can be a record category, record folder, or file plan. |
| Record folder | Contains records and is nested under a record category or another record folder in a file plan structure. |
| Record keys | The basic data associated with a record including Name and Fields1 through 5. |
| Record properties | Required and optional data associated with a record including Record ID, Date filed, Publication date, and so on. |
| Retention Policy Designer | A designer that allows you to create and activate retention policies. |
| Reverse Cutoff | A state for record folders, in which the system does not process the record folder and nested content with cutoff instructions or disposition actions. |
| Revision connection | A revision connection is a direct link between records that designates one record as a revision of another. |
| State | You can apply the following records states may to a record:
|
| Supersede | A supersede connection lets you designate a record as the newest or most relevant record within a series of linked records. |
| Top-level folder | A record folder nested directly beneath a record category. This placement in the file plan structure is where the cutoff instructions are evaluated. |
| Vital record | A record that is required for your business to function after an emergency or natural disaster. |