Record Folder

Record folders contain groups of records that are usually governed by the same set of life cycle instructions and are at the same stage of their life cycle. This means records in a record folder typically follow the same set of records management instructions, allowing records managers to perform records management actions, such as cutoff or final disposition, at the record folder level rather than on each, individual record.

Example: If all records within a record folder are eligible for cutoff at the same time, the cutoff action can be performed on the entire record folder so that all records within it are cutoff at the same time.

Performing records management actions on the record folder level is recommended; however, it is important to note that if individual records are placed under a hold they will not continue through the life cycle with the rest of the records in their record folder. Also, if record properties are set at the record level, and if record management actions are performed on individual records, those records will move through their life cycle separately from the rest of the records in their record folder.

To create a record folder

Any folder created in or moved into a record series is automatically a record folder. No further actions are required.

A folder not in a record series can be converted to a record folder by assigning a cutoff instruction or retention schedule to the record. To do so, select the folder and then select the Records tab in the details pane. Select Edit Properties to specify a filing date, cutoff instruction, and/or retention schedule. It is not necessary to set both a cutoff instruction and a record series, but at least one must be set for the folder to become a record folder.

Note: Administrators can prevent users from creating record folders outside of record series.

When a record folder is first created, Laserfiche will set default records management properties using the values of the record folder's parent. These values are retained unless explicitly changed on the individual record folder, and they are not affected by any subsequent changes made to the parent's properties. If a life cycle property is set directly on a record folder, that property will take precedence.

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