Records Management is a systematic approach for data management in your organization. Records Management allows you to save, store, and access your data through a central repository.
As a large amount of data becomes redundant over a period of time, you may need to dispose of a specific set of records or data that no longer needs to be in the system. The Records Management System allows you to decide how long you want to keep a document in your repository based on policies created by you. You can declare or un-declare records, place legal holds on them, set up destruction dates, and view reports.
The following are some of the important terms and concepts that you need to understand before you start using Records Management in FileBound.
Record: Something that represents proof of existence and can be used to recreate or prove state of existence such as a document. A record differs from a document. A document can be modified whereas a record cannot be modified.
Record Series: A group of related records filed/used together as a unit and evaluated as a unit for retention purposes. For example, a personnel file consisting of an application, reference letters, benefit forms, etc.
Disposition: The disposal action taken regarding records that are no longer needed for current business.
Legal Hold: A process that an organization uses to preserve all forms of relevant information when litigation is anticipated.
Retention Schedule: The length of time that a record must be kept to meet administrative, fiscal, legal, and/or historical requirements.
Example: To prepare for compliance of future audits of their Human Resources files, a records manager wants to create a record series to dispose of any I-9 stored in their FileBound system for more than 3 years. Using FileBound’s Records Management, he can set specific classification rules to find all I-9s in the system and a disposition schedule that satisfies the Human Resources regulations of his company’s state.
Records Management process flow
- When a record is destroyed, it will also remove the physical document that existed as the record from the document storage location, all the renditions of the record, any OCR data of the record, and all revisions of the record.
- If the "Retain record file Information after destruction" check box is cleared for the record series the record belongs to, the file containing the record is also deleted if no documents are available in the file after deleting the record.
- The calculation of date when the record goes for approval is based on the destruction date and number of notification days selected for the policy.
1. Set Up Retention Settings
Retention settings are set up by a Record Administrator in Project Settings. See Project Settings - Retention Tab for more information.
2. Record Declaration
When viewing a document in the Web Viewer, a Record Administrator or Record Manager can declare it as a record and place it under a record series. See Document Actions for more information.