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Laserfiche Records Management Training Guide
1 1 , RECORDS MANAGEMENT TRAINI lih By LASERFICHE, PREPARED BY CITIE -m DIGITAL o � P � � L Cities Digital 2000 O'Neil Road, #150 Hudson WI, 54016 Contacting Cities Digital www.citiesdigital.com Hudson ............651 - 714 -2800 Support ......................x251 ■ ■■ ■ Training ......................x205 Scanning Outsourcing .... x102 '� ITIES DIG ITAL Sales .........................x202 California .........310- 219 -6600 Chicago ...........630- 225 -7210 Guided Help Previous Continue Records management is the process of managing the creation, retrieval, storage, and disposal of records_ This process is usually driven by a need to conform to regulations that affect your organization. For example, you may be required to keep your records for a certain amount of time, then destroy them. The act of adhering to such regulations is known as records management. Guided Help Previous Continue The individual at your organization in charge of maintaining records is known as the records manager. The regulations that records managers adhere to are known as retention schedules. Below is a sample retention schedule. 1.19.B.303 TENANTFILE: A. ProLram: h u 'ur ouith- -rIhj, r is E. Maintmancefip stem: alI?n::Cv:r:n,, C. Description:i i > - a ,rniogrenulruuil ;rlill xH r .,•i II : h - -u u1 a ['11 m:i; :- -Main Se -0I'I.�ii Lxi5IIng II us'ur Pro ram f:.•I111 elL ref[ ' el III 1 -, 1'ail :11 : -:i16 n.cerliri..ei0 a or PO11, :iii, -u d CIS mini il"thilllr. r II a rI GylSliu t I jusing 1 r,graml'r,Iu, si I si, —Al I n rat. unit insp J[--n r-.1—K. Interiniinspectionr:1 rlv. ,:alh li,.msp s.ii - -n report (mmn'tL ipal unlls onlv), otc. D. Retention: five years a fterterrri nation of lease, tha -.n ,I sl n -r. [1.i9.8.3n3 N MAC - Rp, 1 Nh1AC 3.2.94.900.303, -3/281200 11 If you don't know how to read this retention schedule, don't worry_ We will return to it throughout the course of this video series. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue In RM, records have a life cycle with two broad stages. ACTIVE STAGE I t INACTIVE STAGE To move a record from the active stage to the inactive stage, you perform a cutoff. Example: A property management company keeps leasing contracts for all their tenants. Contracts should remain active until a tenant moves out. In this scenario, records will be cutoff when a tenant leaves. Guided Help Previous Continue Active Stage During this stage, a record is frequently accessed, may be modified, and should be readily available. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Inactive Stage During this stage, a record is not frequently accessed but must be retained for a specified period of time known as the retention period. At the end of the retention period, records are eligible for final disposition. In most cases, organizations disposition a record by destroying it (Destruction Disposition) or transferring it to another organization, usually for archival purposes (Accession Disposition)_ Example: A property management company retains an old tenant's housing contract for three years before destroying it. The period of time between the vacancy and the contract's destruction is the inactive stage. Guided Help Previous Continue diagram This depicts we've learned so Active Stage s Retention Period ~~ l ■ L Inactive Disposition f Stage ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Now that you understand basic RM terms and concepts, the portion of the retention schedule below that is outlined in red should be easier to read_ Give it a shot? 1.19.8.3113 TENANTFILE: A. Pro,ram: h nis'ur aulh rile r •r n.ls E. %taintenani a System: gnu n't( ihal pr, elt•n•n: rI C. Desc:ription:i. nsls nr ining,ramilruuil •rlifl 11 i is_I'LlICI: h�:,u i❑ asslsl iu .c. Fib mn (,amain S t Lxisl'ui, ILnis'ing G phricate©r anulv manl rl'i ili'ili[ . Se•c li ;n h Lxisllu o Il u.,in I?u q ramR Iu.•yl t [.o•aar al,L n ral. ❑n'd ui.I,c�:Cir. o r p�:�rt.inL�;riminal t li:m reI _ds,i:alh � li�.:'rnsp�:�elii�n nparl (municilan] units ;nlcl.t3c. L D. 4 1, =a. Ah- .ndh -s[D 17.75 ?.ii.;3G}i NNIAC- Rp. 1 NMAC 3.2.94.900.303, W2W20011 This retention schedule calls for records to be cutoff after a lease is terminated. Once inactive, records should be retained for five years_ At the end of the retention period, records should be destroyed. Guided Help Previous Continue This completes Part 1 of this video series. You now understand basic terms and concepts of records management. Proceed to Part 2 of this video series, which covers the process of translating a retention schedule into terms Laserfiche Records Management Edition can understand. ©2009 Cities Digital i www.citiesdigital.com i Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Laserfiche Records Management Edition (RME) is a specialized version of Laserfiche. It includes tools that help ensure your records adhere to retention schedules that affect your organization_ Using RME, you can manage a record's life cycle from its filing date to its final disposition. Along the way, you can determine exactly what stage a record is at and when it will be eligible to move to the next stage. From an RME standpoint, a record is nothing more than a regular Laserfiche Imaged Document or Electronic Document stored in your repository. Guided Help Previous Continue Important: By design, RME does not automate ANY records management actions for you, nor send you RM- related notifications. RME is not designed to replace a records manager, it is designed to aid a records manager. For example, RME organizes Bob's records in a way that makes it easy for him to quickly determine what he needs to do on any given day. Even with RME, it is still Bob's job to manually perform records management actions, such as destroying records. If a record was misfiled, and RME automated the destruction process, there would be serious consequences. For this reason, RME relies on you to ensure that each action to be performed is appropriate_ ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue There are three broad steps to using the records managementtools in RME. - • - d published - • n sche into terms RME can un Ste A pp ly i re t o documents in y• ur repository wh• - life-cycle you want to Step 3: Manually move records through their life-cycle by performing records management actions. In this video, we will explore Step 1. Guided Help Previous Continue, In the following slides, we will translate the retention schedule below - 1.19.8.303 TENANTFILE: A. Program: housing, authoritv records E. Maintenance system: (municipal preference] C. Description: r,- - nas concerning fanuly unit certified to n c: -?ive public housing assisla n,. File may contain Section 8 Existing I I "using, Program Certificate of Pi ni[ v Participation, certification orre- corll l'ic.ation J`lnnant elig,ibil S, I' n.n 8 Existing,, Housing ProgramRecluesl I rase Al l r -jvel, unit ins[ ac J� . ,nr.< Iiod. in[ eriminspectionreports ,cath'',16:insp <airu report (nuuii .iI,iI units only), etc. 11. Retention: rive years atler termination oflease , then de.,1i . 1.1.19.8.303 NNIAC- Rp, 1 NMAC 3.2.94.'000.303. 9/28.120011 Translating retention schedules is more of an art than a science. For this video, we will use a retention schedule that is reasonably easy to read and translate into terms RME can with work with. It will often be necessary for records managers to read between the lines and make assumptions when translating retention schedules. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Let's get startedl Open the Laserfiche Administration Console and log in to your repository- Login (MyLaserficheRepository) 1' Windows authentication OK r Password authentication Cancel User name: I David Help Password: I.....w.• F Automatically login in the future Guided Help Previous Continue To use the records management tools in the Administration Console, you must have the Records Management privilege. Assigned privileges: ii I Description J FO View Activity Log View the activity log for any object in the r- W Bypass Filter Expressions Bypass folder filter expression checking wh TV Bypass Browse Bypass browse entry access checking wher I✓ Manage Filter Expressions Create and modify filter expressions r Retrieve Audit Data Retrieve compressed data that contains th T Manage Audit Settings Specify the type of actions that will be and W Records Management Administer record series and cutoffJuncuto �. 11 ' 1 Ensure you have this privilege by double - clicking your account name in the Administration Console, selecting the Rights tab, and scrolling to the bottom of the Assigned privileges section. If you do not have this privilege selected, consult with your Laserfiche administrator. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue In the Administration Console, all records management settings can be accessed by expanding the Records Management node. Beneath this node, there are four RM items. LA Laserfiche 8 Administration Console - localhost Repositcries s . MyLaserficheRepository - Users and Groups y Users Groups Windows Accounts 1 Everyone a LI) Metadata Management Sessions U Checked Out Documents r Recycle Bin +�. Volumes Index I- .. J Auditing ig Records Management -0 Cycle Definitions Locations =' Retention Schedules Cutoff Instruction Each RM item enables you to define a different setting. When combined, these settings create the RIME equivalent of a published retention schedule. In the fallowing slides, we will configure each item, one at a time. Guided Help Previous Continue The first step to translating a retention schedule is to create a cutoff instruction. This will define when records become eligible to move from the active to the inactive stage. Records Management _0 Cycle Definitions Locations _J Retention Schedules 3 Cumff Instruction 4W To create a cutoff instruction, right -click the Cutoff Instruction node and select New Cutoff Instruction. This will open the New Cutoff Instruction dialog box. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 RIM "T Guided Help Previo Continue Before we configure the New Cutoff Instruction dialog box, let's reviewthe published retention schedule we are translating. We need to determine when records should be cutoff_ 1.19.3.303 TENANTFILE: A. Prog„ rain :li..us'In,a3uthoritrrecorcls B. htaintenanc, ti+,ytem: [municipal preference) C. Descripti,,n: i nl .:. unit certified to receive public housing ai. -i >L:i n I d may contain Section 8 Existing Housing Program Certificril. -f I ;imily Participation, certification orre- certification oftenant eligibility. ti ,:G a 8 Existing Housing Program Request of Lease Approval, unit insp a n r -port, interiminspectionreports, cathodic inspection report (muui -:!I it units on1v), etc. D. Retentioii:fiv ii—ill. rL:rnunationofloaso. then destrov. 11.19.8.303 Nh4AC- Rp. 1 NMAC:3.2.�i4.900.303. 4.128/20011 This retention schedule does not specifically define when a record should be cutoff. This is very common_ In situations like this, you must read between the lines. In this scenario, we can assume that records should be cutoff when a lease is terminated_ Guided Help Previous Continue l In the New Cutoff Instruction dialog box, name and describe the cutoff instruction you are creating. Instructi i New Cutoff x General Name I Lease Terminated The name and description 'I( Description: sh ouldn ' t • - specific to I To be used For all records that should be cutoff after a lease J is terminated. published w e ' re • By creating T yp e: generic cut• instructions y ou iE—L J can - them for • - Cycle: retenti - • - IB➢M [Bimonthly] J saves y ou Ee ei e Add p—we Rename OK Cancel Help ©2009 Cities Digital I www.citiesdigital.com Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Specify when records should become eligible for cutoff_ There are three ways to define this: Event, Time, or Time +Event. New Cutoff Instruction IM General l Name: I Lease Terminated Description: To be used for all records that should be cutoff after a lease is terminated. Type: (Event J Time Time +Event " Rdd Remove Rename OF: Cancel Help In the following slide, we will define each type. Guided Help Previous Continue Cutoff Types Event: Records become eligible for cutoff after one or more events have taken place. Time: Records become eligible for cutoff at the beginning of a new time period (referred to in Laserfiche as a cycle). For example, an item should be eligible for cutoff at the beginning of a new fiscal year_ Time +Event: Combines Time and Event. Records become eligible for cutoff based on a cycle definition as well as an event date(s). # A ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue New Cutoff Instruction x General Name: I Lease Terminated Description: To be used For all records that should be cutoff after a lease is terminated. Type; retenti Since the IEyent sche _ _ Cycle: translatin • IFThIfBirnontFdpl J rec ords to be • - Even, once a lease is Add terminated, select Re— Add � Rename !N Cancel Help Guided Help Previous Continue In the Add Event dialog box, enterthe name of the event, then click OK. Lease Terminated OK Cancel ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Cutoff New , x General i Name' I Lease Terminated Description: To be used For all records that should be cutoff after a lease is terminated. Type: I Event J Cycle: IBIll(Bmrovithlyi J Event, The event you Lease Terminated ., Add • • ! defined appear here. called for multiple events, I- 'mania ! • click Add ! ! create more. record has multiple OK Cancel Help events it cannot be cutoR— I until all have occurred. Guided Help Previous Continue We are finished translating the cutoff instruction portion of our published retention schedule. i New Cutoff Instruction am General Name: I Lease Terminated Description: To he used for all records that should he cutoff after a lease ! I is tern-mated. Type: I Event Cycle: J Events Lease Terminated Add Remove Rename OK Cancel Help Click OK to return to the Administration Console. ©2009 Cities Digital www.citiesdigital.com Support 651 - 714 -2800 ext 251 Guided Help Previous Continue The Retention Schedules node enables you to define a number of different settings, such as how (tang records should be retained after they are cutoff and what type of disposition they should have. — A Records Management Cycle Definitions Locations Retention Schedules Cutoff Instruction To define a new retention schedule, right click on the Retention Schedules node and select New Retention Schedule. This will open the New Retention Schedule dialog box. Guided delp Previous Continue Before we configure the New Retention Schedule dialog box, let's review the published retention schedule we are translating. We need to determine how long the retention period should last and what type of disposition should be used. 1.19.13.303 TENANTFILE: A. Prm;r.un: iull - -riti B. Maintenance System: mnnlc:il al l -n G uc, l C. Description: recorcls concerning LI11711'. un'd ., rCiCi .I U - n y;, I h:,u in ,assistance.File.maycnnt�ainS- :1'r -n Exislin�llousin� GrllticateofFanulc participation. i rll11, Mi - nor re-certification oftenaal eligibility, Soctliin 0 Existing I- Iousing prograniRequest of Le.aseApprol al. unit inspection report. interim inspection reports, cathodic inspection report �municipat units only). etc. D Retention: Fixevearsaftertern - unationoflease.,thentL:•slnt. 1 1.1'9.0.303 NMAC- Rp, 1 NMAC 3.2.94.900..303.. 9128;80011 This retention schedule calls for records to be retained for five years after they are cutoff. At the end of the retention period, records should be destroyed. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue In the New Retention Schedule dialog box, name and describe the retention schedule you are creating. New Retention Schedule l ? x General I Instructions I Alternate Instructions Name: Once 5 Years, Then Destroy • - Description: • description sh• • To be used for all records that should be retained for five years after cutoff, then J be as generic as destroyed. possible. The more ge • J reusable it is. ......OK... Cancel Help Guided Help Previous Continua Select the Instructions tab. New Retention Schedule WE General Instructions Alternate Instructions Name 1 5 Years, Then Destroy Description: To be used For all records that should be retained For Five years after cutoff, then destroyed. OK Cancel Help ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Define how long records should be retained after they are cutoff. New Retention Schedule ? x General Instructions I Alternate Instructions 1. Enter how long to keep record in current File area. Retain For F : years(s) I V month(,) 1 2. Laserfiche can track records when you move them From one location to another. I Order Transfer records to I Retain imonths) I Action I Description I P:i,r;;Il :Jot;! Insert �.1 :A� 2. Enter the Final disposition for these records. Final Disposition: (None J Archival Location: I WV Retain metadata information in the repository r Records must be superseded OK Cancel I Help Since our published retention schedule calls for a five year retention period, we'll enter S. Guided Help Previous Continue Optional: During the retention period, RME can track records when you move them from one location to another (e.g., to a warehouse for temporary storage)- These are called interim transfers. New Retention Schedule ?' x General Instructions I Alternate Instructions 1. Enter how long to keep record in current File area. Retain For F7 3 year,(s) F :,3 month(,)' 2. Laserfiche can track records when you move them From one location to another. I Order I Transfer records to I Retain (months) I Action I Description I n ReC.iin all Insert Dealer. i 3. Enter �e find disposition For these recpras. Final Disposition: (None Archival Location: I J F f r Records must be superseded OK Cancel Help To keep things simple, we will not define any interim transfers. ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Define the type of disposition that should take place_ If you choose None, records will remain inactive in their current location indefinitely. New Retention Schedule on General Instructions I Alternate Instructions 1, Enter how long to keep record in current File area. Retain for F years(,) V months) 2, Laserfiche can track records when you move them From one location to another, I Order I Transfer records to I Retain Vonthsl I Action I Description I - u Rerair, all dria Insert Delete 3,. Enter the final disposition For these records. Final Disposition: IDestruction Archival Location: Destruction None 1✓ Retain metadata information in e repus-ry '1 Records must be superseded OK Cancel Help Since our published retention schedule calls for records to be destroyed, we will choose Destruction. Guided Help Previous Continue FYI: Though ours does, it is common for published retention schedules not to specify a specific disposition action. 1.19.8.303 TENANTFILE: A. Program: housing authority records B. Maintenance System: [municipal pr C. Description: rc.rnrrls concernin fmildl unit ceiilM :d h� I :ive pul h. housing assislan- f il.: may cont,) rn ti in 8 Existing 11 using Pr -,r:) m Certificate ofl'onuk Porticipation rllti :alionorre.- c.rhk.iation -.11. nnnl eligibility, Sei,: [)..[I o Existing Housing ProgranoR. in.si- II.caseApjr. il l. unit inspection s- por[,interiminspectionrel rls. .:aih li .l'u:iusprn. -n report (mutt I units onlvb etc. D. Retent ion: five voors after termination oflease, then destroy. 11.118.303 NMAC- Rp. 1 NMAC 3.2.94.900.303, 9128/20011 In most (but not all) scenarios, if a final disposition isn't listed, you can assume destruction. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 WITIT M, Guided Help Previous Continue Optional= If you select Destruction, you can choose to have the metadata associated with 2 destroyed record retained in the repository. New Retention Schedule v x General Instructions I Alternate Instructions 1. Enter how long to keep record in current File area. Retain For FE E] years(,) V :�] month(,) 2. LaserFiche can track records when you move them From one location to another Order I Transfer records to 1 Retain (months) I crier I Description I 1", all d: , Insert 3. Enter the Final disposition For these records. Final Disposition: (Destruction J Archival Location: I J Retain metadata information in the repository F Records must be superseded OK Cancel Help We will select this option. Guided Help Previous Continue Why would I want to retain metadata for destroyed records? If necessary, retaining metadata allows you to prove that you had the records and processed them correctly. This is often as important as the processing itself. In most cases, it is recommended you retain metadata. 4 ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 MTRYM Guided Help Previous Continue Optional: RME enables you to specify whether a record must be superseded by a newer version before it can undergo final disposition. New Retention Schedule x General Instructions I Alternate Instructions I 1. Enter how long to keep record in current file area. Retain For I I vd years(,) [ month(,) 2. LaserFiche can track records when you move them From one location to another. I Order I Transfer records to I Retain (months) I Action I Description I . n Remmn All aI Insert D iete 3. Enter the final disposition For these records. Final Disposition: (Destruction Archival Location: I y Retain metadata information in the repository Records must be superseded OK Cancel Help Our published retention schedule does not call for this option to be selected. ■■ 6W i &UkA Guided Help Previous Continue Select the Alternate Instructions tab. New Retention Schedule no General Instructions `Alternate Instructions' 1. Enter how long to keep record in current file area. Retain for years[,] V month(s) 2. LaserFiche can track records when you move them From one location to another. I Order i Transfer records to I Retain (months) 1 Action Description I Insert rUi 3. Enter the Final disposition for these records �� Final Disposition: IDestruction Archival Location: I rV Retain metadata information in the repository I Records must be superseded OK Cancel Help ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Optional: RME enables you to define an alternate retention schedule to take effect if a specific event occurs- New Retention Schedule x General i Instructions Alternate Instructions During retention an external event can alter the records' schedule,. F Enable alternate retention event Event: F in�rtian a.haduia; ......OK......... Cancel Help For example, a juvenile's records should be retained for five years, or until he/she turns 18. In this situation, the alternate event would be the juvenile's 18th birthday. Our published retention schedule does not call for this option to be selected. F111IN MT Guided Help Previous Continue We are finished defining how long records should be retained and what type of disposition they should have- Z Few Retention , ? x General I Instructions Alternate Instructions During retention an external event can alter the records' schedule. F Enable alternate retention event Even: Retention schedule: .... ..,OK .... Cancel Help Click OK to return to the Administration Console. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 1 Guided Help Previous Continue You can create a custom location to be used for interim transfers or accessions to an external organization. This enables RME to keep track of your records even when they are no longer stored in Laserfiche. For example, if your retention schedule mandates that records should be accessioned to the Federal Records Center, you could create a location named FRC. p Records Management :- -13 Cycle Definitions Locations Retention Schedules Cumff Instruction To create a new location, right -click the Locations node and select New Location. Guided Help Previous Continue The New Location dialog box enables you to name and describe the location. In addition, you can enter detailed contact information. New Location x General l Name: Description: J Contact intorma6,„ Contact 1: Name: Phone E -mail: Contact 2: Name: Phone, E -mail: Since the published retention schedule we are translating does not call for interim transfers or an accession. we will not create a location. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue When creating cutoff instructions that use Time or Time +Event cutoff types, you must define a cycle. RME comes with nine default cycles, such as Calendar Yearly and Monthly_ If you need to use a custom cycle, the Cycle Definitions node enables you to create one. - X Records Management Cycle Definitions Locations Retention Schedules CutDff Insh To create a new cycle, right -click the Cycle Definitions node and select New Cycle Definition. Since the published retention schedule we are translating does not call for a custom cycle, we will not use this feature. FRIT" MI Guided Help Previous Continue Pre -built cycle definitions assume a certain and date. Keep in mind that these differ based on industry. It's a good idea to check a default cycle's settings to ensure they are appropriate for your situation- FY Prop erties ? x General 1 Code: FY Description: Fiscal Yearly - Cycle deh. ..�... Set cycles by: Im-th Name I Description I Insert September Fiscal start date OK Cancel Help To view a cycle definition's settings, double -click it in the Administration Console. ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue We are done translating our published retention schedule into terms RME can understand. Published Retention Schedule Translation to RME Terms Cycle Locations Retention Cutoff Definitions Schedules Instuction Guided Help Previous Continue This completes Pert 2 of this video series. You now understand how to translate a published retention schedule into terms RME can work with. Proceed to Part 3 of this video series where we will cover the process of applying the retention schedule we just translated to documents in our repository whose life -cycle we want to track. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue This video is Part 3 in a four -part series on the records management (RM) tools included with Laserfiche Records « « Management Edition (RME). Part 1: A very brief overview of records management as a discipline, including important RM terms and concepts. Part 2: Translating a published retention schedule into terms Laserfiche RME can understand. Part 3: Applying a translated retention schedule to documents in your repository whose life - cycles you want to track. Part 4: Manually moving records through their life - cycle by performing records management actions. Depending on your background, you may wish to skip forward or backward to another video in this series. Guided Help Previous Continue In Part 2 of this video series, we used the Laserfiche Administration Console to translate the published retention schedule below into terms RME can understand. 1.19.&303 TENANTF[LE: A. Program: a11111- ,rllr]',:Wln B. hlaintenance System: Inuini,alQal ln? G r, r -, -:1 C. Description: r ,rcls,: r rnhi fa ntilr a nil c • rhk- d u. r pul it : hmi ui a,tisislin r.I'd mir LXis1111„ iI,us111,11Yro , ,i °am ;,•rlili,::il- - ri,nulal';,rli ip:ih.- n. ..:rliri,ili n rn --rlillxdi.on I'I li,d.ililr.'I. li n , Lxl.,,liuo ll,msiu R- ..,lu- sl I I .ae l n. +oral. U1111 imp. ":li•.n P. rl.i Ill. . rnninsl cCn n n:l rl s. alh li m l csli, -n n•I- rllnuiul,'y,a1Ullik a,lrj..d,:, D. Aet eutia�:❑ recuncsnt4; rluruunalio ❑,.aEL�as,.lh,a,,L�nt,vt. 11.7'.1.€3.3(73 NNIAC- Rp. 1 NMAC 3.2 94,9019 3 1 9128.120011 In this video, we will use the Laserfiche Client to apply the translated retention schedule to a document in our repository whose life -cycle we want to track. If you have not seen Part 1 and 2 of this video series, take some time to familiarize yourself with this retention schedule. An understanding of its regulations will be necessary to ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Before we can apply our translated retention schedule to specific documents, we must lay out our repository in a specific, hierarchical manner. In the following slides, we'll explore this hierarchy by starting from the topmast item and working our way down. Nate: This hierarchy only applies to documents whose life - cycles you want to track. All other documents can be stared anywhere in your repository. Guided Help Previous Continue Record Series The topmost item in the records management layout is a record series. All other records management entries will be created inside a record series. Think of a record series as a pattern for records management items to follow. You create a record series and assign records management settings to it. By default, these settings are inherited by all entries inside the record series. _ Record Series ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue A record series can only be created at the root of a repository (Figure 1) or inside a record series (Figure 2). You can have as many record series as you need in these locations - Folders x Folders x 2t Laserfiche Repositories 21' Laserfiche Repositories LF F LF Record Series -} Record Series E: Recycle Bin - n Another Record Series Recycle Bin Figure 1 Figure 2 Guided Help Previous Continue Let's create a record series! Select Create Record Series from the Records menu item in the Laserfichs Client. This will open the Record Series Properties dialog box. Records Window Help jg e _I Create Record Series... Record Series Properties. . Record colder Fropprtiec_.,. I 'ate Frozen Status... Print File Plar/Disposition Instruction... Export File Plan/Disposition Instruction... ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Pr operties Record Series x Use record series to logically organize records with similar OK This is the Record A 71 retention schedules. Series Pr Code; I Cancel dialog • r f ollowing • - we will Name: I Help c onfigure each of Descriptions 9 properties J I— Designate these records as permanent Cutoff Instruct —. Name, I(None) J Type: NIA Cycle: NIA - Retention Schedule Name I[None] Final Disposition Type: NJA Retain For: NIA Final Disposition Location: NJA Reg. Superseded: NIA Alt. Retention Event: NIA Keep Metadata: NIA Alt. Retention Schedule: NIA rVital Re-S, F 4. I` Designate these records as vital Review cycle: J Disposition Authority: Guided Help Previous Continue Define a Code, Name, and Description for your record series- In mast cases, you can copythis information directly from a published retention schedule. Pr operties Record Series x Use record series to logically organize records with similar ..OK....� retention schedules. Code: 1 1.19.8.303 Cancel Name: I Tenant Files Help Description: Records concerning Family unit certified to receive public housing assistance, File may contain Section 8 Existing Housing Program Certificate of Family Partinpation, certification or re- certification of tenant r e ate t cord n t The display name of your record series inside the Laserfiche Client will be the Code plus the Name combined- Both are required and both will accept numbers, letters, and non -ward characters. Descriptions are optional. ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Optional: You can designate records as being permanent Permanent records warrant continued preservation after the retention period is aver. These types of records cannot have a destruction disposition. Record . , x' i7 Use record series to logically organize records with similar ! I retention schedules. Code: 1,19.8, 303 Cancel Name: Tenant File Help Description: Records concerning Family unit certified to receive public housing assistance. File may contain Section 8 Existing Housing Program Certificate of Family Participation, certification or re- certification of tenant — I F Designate these retards as permanent J Na m Instruction Name: : (None) Our published retention schedule does not call for this option to be selected. Guided Help Previous continue Select a previously created cutoff instruction. Record Series Properties x Use record series to logically organize records with similar ...OK .... retention schedules. Code: 11.19.8.303 Cancel Name: Tenant Files Help Description: Records concerning family unit certified to receive public housing assistance, File may contain Section 8 Existing Housing Program Certificate of Family Participation, certification or re- certification of tenant r Designate these records as permanent J Cutoff Instruction Name: .Lease Terminated Type: Event Cycle: NfA -- Rstention schedule Name: ](None) We will select the cutoff instruction created in Part 2 of this video series. ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Select a previously created retention schedule. Name: Lease Terminated Type: E-nt Cycle: NIA br Retention Schi Name: (Five Years, Then Destroy J Final Disposition Type: Destruction Retain For: 5 year(s)., 0 month Final Disposition Location: i NIA Reg. Superseded: No Alt. Retention Event: i NIA Keep Metadata: Yes Alt. Retention Schedule: I NIA ( R-1 r Designate these records as vital Review Cycle: Disposition Authority: We will select the retention schedule created in Fart 2 of this video series. Guided Help Previous Continue Optional: You can designate records as vital records: documents that should be reviewed and updated according to a specified review cycle. Review cycles can be created in the Administration Console. Name: Lease Terminated Type: Event Cycle: NIA - Retention SchedUL- Name: (Five Years, Then Destroy J Final Disposition Type: Destruction Retain For: 5 year(,), 0 month Final Disposition Location: NIA Reg. Superseded: No .Alt, Retention Event: NIA Keep Metadata: Yes Alt. Retention Schedule: NIA Vital Pi R A V ., r Designate these records as vital Review Cvcla: J Disposition Authority: I Our published retention schedule does not call for this option to be selected. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Define the disposition authority governing the record series. Name: ILeale Terminated Type: Event Cycle: NIA - Retention Scheddc. Name: (Five Years, Then Destroy -I Final Disposition Type: I Destruction Retain For: 5 year(s), 0 month Final Disposition Location: INJA Reg. Superseded: No Alt. Retention Event: INJA Keep Metadata: i Yes Alt. Retention Schedule: INJA Vital Record, F F - Designate these records as vital Review Cycle: 1 J Disposition Authority: 1 1.19.8.303 NMAC - Rip, 1 NMAC 3.2.94.900303 This information can usually be found in the published retention schedule. Guided Help Previous Continue Record Series Properties x Use record! series to logically organize records with similar ' OK retention schedules. We are done creating a Code: 11 193 303 Cancel record - - OK. Name: I Tenant Files Help Description: Records concerning Family unit certified to receive public housing assistance File may contain Section 8 Existing Housing Program Certificate of Family Participation, certification or re- cerhfication of tenant r Designate these records as permanent Cutoff Instru l Name; (Lease Terminated -I Type: Event Cycle: INJA - Retention Schedule. Name: IFive Years, Then Destroy Final Disposition Type: Destruction Retain For: I5 year(s), 0 month Final Disposition Location: NJA Reg. Superseded: I No Alt. Retention Event: I NSA Keep Metadata: I Yes Alt, Retention Schedule: NIA - Vital Record, F r - Designate these records as vital Review Cycle: I J Disposition Authority: 1 1.19.8.303 NMAC - Pp, 1 NMAC 3.2.94.900 303 02009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Once created, your record series will appear inside your repository. Folders 0 iai 3 -4 MyLaserficheReposibDry 1.19.8.303 Tenant Files Recycle Bin Now that we have created a record series, we need to create additional records management entries inside it. In the following slides, we will create the next item in the records management hierarchy: a record folder. Since we will create a record folder inside our record series, the record folder will inherit all records management settings assigned to the parent record series. Guided Help Previous Continue Record Folder A record folder contains documents whose life -cycle you are tracking. You can have as many record folders as you need inside a record series. All records inside a record folder are at the exact same stage of their life cycles. For example, if you have three records inside of a record folder, each entry will end its active stage and enter its inactive stage at the same time. W Record Folder ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Records management actions are performed on record folders, not on individual records. For example, you do not move an individual record from one stage to another --you move the record folder that the record is in. You'll learn more about this concept in Part 4 of this video series. A record folder can only be created within a record series. Any folder created in this location is automatically a record folder. Folders x Laserfiche Repositories -4 LF Record Series M Record Folder ,y Recycle Bin Guided Help Previous Continue Let's create a record folder! Inside the record series we created earlier, select File from the menu bar, point to New, and select Folder. Folders W l rrwdun -raw - 0 4 MyLaserfcheRepositcry C '�{ 1.19.8.303 Tenant Files + New Folder ;? Recycle Bin As you can see from the screenshot above, record folders look different than regular Laserfiche folders. This enables you to quickly tell them apart. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue' To view the record management settings assigned to a record folder, select the record folder, then select Record Folder Properties from the Records menu bar drop -down. Records I Window Help ® Record Folder Properties... .,� Record Management... 1 �7 Frozen Status.. �i Print File Plan/Disposition Instruction.. Export File Plan/Dispositiori Instruction. . This will open the Record Series Properties dialog box. Guided Help Previous Continue In the Recor Folder .p• x Rec Properties dialog • • ® I New Folder y o u can _ that, by Filing Date: 10�17J2008 J default - rDesignate these records as permanent inherits the settings Cutoff Inst, , .u.. assi gned to its parent Name: (Lease Terminated rec ord serie Type: Event Cycle: NCR m odify - • like - Retention Schedules Name: (Five Years, Then Destroy J Final Disposition Type: Destruction Retain For: 5 year(,), 0 month Final Disposition Location: NIA Req. 5uperseded: No Alt. Retention Event NIA Keep Metadata: Yes Alt. Retention 5chedull NJA -- Vital P : - i` r Designate these records: as vital Review -Cycle: P Disposition Authority: OK Cancel Help ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided help Previous Continue Since all records inside a record folder must be at the exact same stage in their life cycle, you will usually need to create multiple record folders. The published retention schedule we are working with in this video is for tenant records. Though there are lots of different types of tenant records, let's limit the scope to leasing contracts. Let's also assume we have only three contracts to worry about. Since leasing contracts are specific to particular tenants, and since each tenant can move inlout at any time, we will need one record folder for each tenant For our scenario, we have created the following record folders inside our record series. Each is named after a different tenant Folders @? "alimmiliffi=UM O MyLaserficheReposimry O m ol 1.19.&303 Tenant Files 15 George Brown O -® 3oe Smith E ® Mike ]ones Recycle Bin Guided Help Previous Continue We are now done creating our record folders. In the following slides, we will create some records. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Renard Record Series W Record Folder �r IIII �J Record Guided Help Previous Continue Let's create some records! You can create records anyway you like: scan them using Laserfiche Scanning, manually import them, impart them using a Laserfiche Briefcase, etc. The important thing is that they are created inside the appropriate record folder. Alternatively, if you already have documents in your repository whose life -cycle you want to track, you can drag them into a record folder. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue To keep things simple, for this video we will create a single record inside the record folder named Mike Jones. This document represents the leasing contract for a tenant named Mike Janes. Folders x Laserfiche Repositories � MyLaserficheRepository Leasing Con7ad 1.19.0.303 Tenant Files JW George Brew +- Ili 3oe Smith ,y Recycle Bin Once a document is inside a record folder, its life - cycle is being tracked. RME is tracking the record according to the RM settings assigned to the parent record folder. Guided Help Previous Continue Tip: You can organize your records inside of a record folder using regular Laserfiche folders. Creating regularfolders inside record folders has no effecton the records managementtools in RME-- itjusthelps you keep things organized. Folders x Laserfiche Repositories I:- �4 J �M Ir 1.198.303 Tenant Files a George Brown O ® 3oe Smith u _] Correspondence o+ i_I Inspection Reports I Pert Pay ment Checks Recycle Bin For example, if we had different types of tenant records for Mike Jones. we could organize them using the method in the screenshot above. ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue This completes Part 3 of this video series. You now understand how to apply a translated retention schedule to specific documents in your repository. Proceed to Part 4 of this video series where we will cover the process of manually moving records through their life - cycles by performing records management actions. ■ 6U=,j &UkM Guided Help Previous Continue This video is Part 4 in a four -part series an the records Click to management (RM) tools included with Laserfiche Records Management Edition (RME). Part 1: Avery brief overview of records management as a discipline, including important RM terms and concepts. Part 2: Translating a published retention schedule into terms Laserfiche RME can understand. Part 3: Applying a translated retention schedule to documents in your repository whose life - cycles you want to track. Part 4: Manually moving records through their life - cycle by performing records management actions. We recommend you watch the previous videos in this series before proceeding ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Below is the published retention schedule we have used throughout this video series. 1.1 9.8.303 TEN:INTFILE: .4. Fn. ram: h vein aulh..rilr r-.:.r.ls R. ( ahitenancf.Svstem:Iniuni.:11oI la. r r:n.:- I C. ❑ es cri1) tion:P ols.:..0 I'll 'm 1 :amil5 uuh.•n•lih-II D I% h In a,vsi l in,:r. I +ih- IIwt .;-,ul;iio tin, Lion - Ltlsllnn II u. <inn ram Atli ,il „Ll aIi I'airii il n , rl I 1'w u rr -o I 1i ,Tian ,I I• %unul h-'di111%%Secli a L'xI�llu I LW li, [I r. ra Ill R , au„sl II •:as. =A11 e,%raL L 111 i I iuspect1o11 r• 1 rL.inl,alm' ii, l Iii rrl ils.(;alh: h,:'wsl...ai,.0 [-,-purl (nwni4,ilGnI units .nle I -, I, . D. Retention: [I � - I r., II rI r ii nali . I. ,isc I a I• In . N 1 J.1 9.0.303 N MAC - Rp. I NNIAC;3.2.94.1)00.;301 9 2k3 20011 If you have not seen the earlier videos in this series, take some time to familiarize yourself with this retention schedule. An understanding of its regulations will be necessary to completing this video. Guided Help Previous Continue In Part 2 of this video series, we translated a published retention schedule into terms RIME can understand. In Part 3, we created the following record series, record folder, and record inside our repository. 71 1.19.8303 Tenant Files Mike ]ones I � �J Leasing Conffact In this video, we will manually move the Leasing Contract record through its life - cycle. Before we do that, let's briefly explore how you determine what records management actions you need to perform on any given day. This is done using RME °s records management report generation tools. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue The value of RME lies in its ability to keep track of what records management actions you need to perform on any given day. At anytime, you can essentially ask RME, "what RM actions do I need to perform right now ?" This can be done via a Records Manager Search in the Laserfiche Client. Search x W e will use this feature throughout this video. Does RME perform any RM actions for me? Or send me notifications? 11"g&U &M Guided Help Previous Continue In Part 3 of this video series, we specified that all records inside the Mike Jones record folder should not be eligible for cutoff until Mike Jones" lease is terminated. This event has not yet taken place. W Mike 3ones y ((II Leasing Contract If we generated a report right now for records that are currently eligible for cutoff, neither the Mike Jones record folder nor its contents would be included. ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Let's pretend that Mike Jones has terminated his lease and moved out_ we now need to notify RME that this event took place so that the Mike Jones record folder can become eligible for cutoff_ To notify RME that an event took place, we must set an event date. Let's do that now? Guided Help Previous Continue In the Laserfiche Client, selectthe Mike Jones record folder, then select Record Management from the Records drop -down menu. Records Window Help Pzerd Series Properties... Record Folder Properties... ., Record Management..' Frozen Status.. Print File P lan/Disposition In5$UCtlDn. . Export File Plan/Disposition Instruction,.. This will open the Record Management dialog box, where you can perform virtually all RM actions_ i why did we select the record folder, not the actual record? ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 1 Guided Help Previous Continue In the Record Management dialog box, ensure the Set Event Date node is selected. Record "ll C Na— I MyLaserFicheRepositorv�Tenaot Files�Mike ]ones Record Folder status: I Active Location: Current File area Set Event D�L� Close ^ When all event dates are set, the record Folder is closed. Cutoff eligibility is determined J Cutoff �' by the latest occuring event. Retention U Alt. Retention Destroy I Event Date Lease Terminated ¢not sett !I Set Event Date I idnset Event Date Final event date: View Record Folder... View Record Series... I Done Help Guided Help Previous Continue From the list box outlined in red below, select an event and click Set Event Date. Record Management x Na— I MyLasenccheRepositorv`Tenant RIes0ke ]ones Record Folder status: I Active Location: I Current File area 'Set Event I Close .mm When all event dates are set, the record Folder is closed Cutoff eligibility is determined ° Cutoff I by the latest occuring event. Retention Alt. Retention Destroy `I Event Date I Lease Terminated ¢not set> Set Event Date insoP F. ra, F ,t:; /Final event date View Record Folder... J View Record Series... Done Help For our scenario, we will select Lease Terminated. We created this event in Part 2 of this video series. ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 02 244+ÃÃÃÐà ±²___ÈÃÃÃÐà ±È£«²Âk£./3-302,44Z2/3 Guided Help Previous I Continue Since the Mike Jones record folder had only one event assigned to it, and since the event date we set occurred in the past, it is now eligible for cutoff. If we generated a report for all records that are eligible for cutoff, this record folder will now be returned. Let's generate this report? Q Guided Help Previous Continue In the Laserfiche Client, open the Search Pane, then click Select Records Manager Search. Selectone or more search types from the drop -down list. Record Series Permanent Record ;vital Record Frozen Cutoff Cutoff Instruction Type Disposition Current Location Retention Schedule Cutoff Instruction Disposition Authority Close Since we want to find all record folders eligible for cutoff, we will select the Cutoff search type_ ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue To find record folders that are eligible for cutoff right now, select Due for cutoff before, then enter today's date. V cutoff 4] Already cutoff Due for cutoff before 10/20120a3 72.aa 0l) � To generate the report, click Search. Guided Help Previous Continue Below is our report. To keep things simple, our repository contains only a single document. In more realistic situations, this report might return multiple entries. Name 1 Path I TypV a Mike ]ones \Tenant Files Folder JLeasing contract \Tenant Files\M kR ]ones Document Notice that both the record folder and its contents were returned. Unless you specify otherwise, this will be true for all RM reports, as it enables you to see all entries that matched your search criteria. Now that we've found a record folder that's eligible, let's perform a cutoff! Tip: You can initiate records managements actions directly from the Search Results Pane. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided 'Help Previous Continue Select the record folder that is eligible for cutoff and select Record Management from the Records drop - down menu. _ecords ` Window Help Record Folder Properties.. Record management..� Frozen Status... Print File Plan/Disposition Instruction... Export File Plan/Disposition Instruction. . Guided Help Previous Continue In the Record Management dialog box, ensure the Cutoff node is selected- Rec ord Management x Name; I MyLasenccheRepositoi Files�Mike ]ones: Record Folder status: I Eligible For Cutoff Location I Current File area Cuwl I Close °.; Set Event Date Cutting off a record Folder moves it into the hold period and signals that it is ready For retention. A record Folder may be uncutDff if it Retention hasn't moved into disposition L•J Alt. Retention ...,y Destroy :Cutoff Eligibility Date: 1 t0i20J2008 Perform Cutoff r F View Record Folder... r 111 View Record Series... r Done Help ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Click Perform Cutoff. If this button is not active, the record folder is either not eligible for cutoff or has already been cutoff. Record Management x Name: I MyLaserficheRepository�Tenant FilestM ke ]ones Record Folder status: Eligible For Cutoff Location: Current File area Close Cutoff = Set Event Date )7e Cutting off a record Folder moves it into the hold period and signals that it is ready For retention. A record Folder may he uncutoff if it Retention hasn't moved into disposition. I Alt. Retention Destroy Cutoff Eligibility Date: 10120 2008 Perform Cutoff I dnafcafF View Record Folder.,, Vie. Record Series— � Done Help Guided 'Help Previous Continue Our record folder is now cutoff. Both the record folder and its contents can no longer be modified. Record Management x' Name: I Nyl-asenccheRepository�Tenant FilesVMike ]ones The Record Folder status cutoff ! • ! 1 Location: Current File area status indicator shows you the current status Cutoff of - • - • folder • - 3 Close r _ -• Set Event Date �t _ Cutting off a record Folder moves it into the that it u hold period and signals that it is ready For 18 Cutoff retention. A record Folder may be uncutoff if it • - made -0 Retention hasn't moved into disposition. i Alt Retention Vie' Destroy Cutoff Eligibility Date: 102012008 uncutoFF View Record Folder... ............................. View Record Series... Help Click Done. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 . Guided Help Previous Continue During Part 3 of this video series, we configured the Mike Jones record folder to be retained for five years after it became eligible for cutoff. This means that as soon as we set the Lease Terminated event date, this record folder immediately entered its retention period. For this record folder, there will be nothing for us to do until the entry is eligible for final disposition. You can view the exact date by clicking the Retention node in the entry's Record Management dialog box. Retention Close 7 += 5et Event Date Once a record Folder is Cutoff, it enters the Cutoff disposition phase. Once it reaches its final disposition eligibility date, it can be accessioned or destroyed. Destroy Cutoff Eligibility Date: 110J2012008 Transfer Location Projected Date Final Disposition Eligibility Date: I IDJ2012013 Guided Help Previous Continue Let's pretend that five years has passed - Since we are rockstar records managers, we are regularly generating reports to find RM actions that need to be performed. While generating a report (as configured below), we learn that the Mike Jones record folder has became eligible for final disposition_ Disposition Search for records with the following disposition action: Accession W Destruction F Transfer W Find records that are r: Currently eligible for disposition r- Eligible from to In Part 3 of this video series, we configured this record folder to have a final disposition action of Destruction. Let's perform this final disposition now. ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Guided Help Previous Continue Select the record folder and select Record Ma ;, tfram the Records drop -down menu. Records Window Help Record Series Properties... Q Record Folder Properties... Record Management... Frozen Status... Print File Plan/Disposition Instruction... Export File Plan/Disposition Instruction.. WITIMM Guided Help Previous Continue Under the Retention node, select the type of final disposition associated with the record folder- Record Management C Marne: I MyLasenccheRepository�Tenant Filcs�Mike ]ones Record Folder status Eligible For Destruction Location: Current File area Close Destroy �= set Event Date "wll IF a record folder is destroyed and metadata i5 ' � 1 ,. J kept, there will still be an entry in the YJ Cutoff repository. A record folder that is destroyed Retention without keeping metadata will be deleted from the repository. Destroy J View Record Folder,.. i View Record Series,.. Done Help For this record folder, we will select Destroy. 1 ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 0+ 244+ÃÃÃÐà ±²___ÈÃÃÃÐà ±È£«²Âk£./3-302,44Z2/3 Guided Help Previous Continue You have now seen a record folder and its contents moved through an entire life- cycle. Below is a chronological summary of what we've explored in this video. Record folder and its contents are active and can be modified. I Record folder becomes eligible for cutoff. Its retention period begins. I Record folder is cutoff. Record folder and its contents are inactive and cannot be modified. I Record folder becomes eligible for final disposition. I Final disposition action is performed. Guided Help Previous Continue This completes Part 4 of this video series. If you've watched all four videos in this series, you now have a good understanding of how the RM tools in RME work. But you don't know everything just yet! Can the following slide, we'll suggest where to go for more information on Laserfiche RME. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251