Record Series
To create a record series in the Windows client, open the Records menu and select Create Record Series. To create a record series in the web client, select More Actions, point to Record Actions, and select Create Record Series. A user must have been granted the Records Manager privilege to create record series.
Record series properties
Note: Only the Name field is required when creating a record series; however, if your repository has been configured to require record series codes, you will also be required to enter a value in the Code field.
- Code:
An identifier for the series. If the repository was configured to require unique codes, a code must be present and each code must be different from all other codes. If the repository was not configured to require unique codes, the code can be the same as another record series code, or can be left blank.
- When configuring this option, the Code field can have a maximum length of 32 characters and cannot contain the backslash (\) character.
- Name:
The name of the record series. This is a required field.
- When configuring this option, the Name field can have a maximum length of 255 characters and cannot contain the backslash (\) character
- Description:
A description of the record series.
- When configuring this option, the Description field can have a maximum length of 800 characters.
- Designate records within this collection as permanent: This checkbox provides a default value for whether newly created record folders will be marked as having permanent records status. Permanent records cannot be assigned to a retention schedule with a Destruction final disposition.
- Cutoff Instruction: Provides a default cutoff instruction for record folders stored within the record series.
- Retention Schedule: Provides a default retention schedule for record folders stored within the record series.
- Vital Records: Defines whether records stored under the record series are vital by default, and if so, what their review cycle or interval is.
- Disposition Authority:
An authority that empowers a user to perform disposition actions.
- When configuring this option, the Disposition Authority field can have a maximum length of 200 characters.
- Apply changes to child record series and record folders: This checkbox defines whether changes made to the record series will affect the folders and records contained within it.
The Permanent Record, Cutoff Instruction, Retention Schedule, Vital Records, and Disposition Authority properties are default values that will be set on new record series and record folders when they are first created in a parent record series. These properties can be overridden by assigning properties directly to a child record series or record folder.