Modifying Record Folder Properties

Records management properties can also be set at the record folder level. Only users with the Records Management privilege can modify a record folder, though all users can view record folder properties.

To modify a record folder's properties

  1. Select the record folder you want to modify.
  2. In the Windows client, open the Records menu, click View Record Properties to open the Record Folder Properties dialog box. In the web client, select the Records tab of the preview pane and then select Edit Properties.
  3. Next to Filing Date, select the desired filing date for the record folder. By default, this will be the date the record folder was created in Laserfiche.

    Note: The filing date will be used to determine when record folders governed by Time or Interval cutoff instructions become eligible for cutoff. If the document entered retention prior to the document's existence in the Laserfiche repository (for instance, if you had a paper copy of a document for some time before scanning it), you can modify the filing date to represent the true date at which retention began.

  4. Make appropriate modifications to the record folder. By default, these values will be the values set on the record series the folder was created under.

    Note: By default, records within record folders will automatically have the same properties as their parent folder, and if the properties on a parent folder are updated, the properties on the record will update to match it automatically. You do not need to take any other action to update records within a record folder. (If you have explicitly set different record properties on records within the folder, however, they will not be updated to match the record folder.)

    1. Select Designate these records as permanent if the record folder will contain permanent records. Permanent records cannot follow a retention schedule with a Destruction final disposition. (This option may be called Designate these records for transfer or accession to NARA, in which case certain additional checks will be made. Learn more about NARA records.)
    2. Under Cutoff Instruction, select a cutoff instruction.
    3. Under Retention schedule, select a retention schedule.
    4. Under Vital Records, select the checkbox if you want to designate the record folder as containing vital records and then choose one of the following:
      • Review Cycle: Select the cycle that will determine when the records need to be reviewed. (Only cycles that have already been created can be selected.)
      • Review Interval: Specify the interval after which the records need to be reviewed. Select Day(s) or Month(s) and specify the number of days or months.
    5. Next to Review Cycle, select a review cycle for the vital records.
    6. Next to Disposition Authority, enter a disposition authority.
  5. Click OK to finish modifying record folder properties.

Related Topics

Modifying Record Properties