Accession

When a retention schedule has a final disposition of accession, record data and the records management responsibility for that data are transferred to a separate organization. Record data is removed from the Laserfiche repository, although you have the option to retain record metadata. You must be assigned the Records Management privilege to perform accession.

Note: If the record is destroyed with metadata retained, the version history will be deleted. This ensures that page and electronic file contents are entirely removed, even in the history. The Retain metadata information setting for final disposition does not retain the version history.

Accessioning a record folder will also accession the records within that folder, as long as they are not under hold, are eligible for final disposition, and have a final disposition that matches the record folder, including location. (Most records within record folders will have a matching final disposition, because in most cases records will have the same retention schedule as their parent folders.) If a record within a record folder meets these criteria it will be accessioned when its parent record folder is accessioned, even if it has a differing retention schedule. When accession is performed on an individual record, only that record will be accessioned.

To accession records

  1. Open the Laserfiche Windows client and log in to the appropriate repository.
  2. Select the record or record folder you want to accession.
  3. From the Records drop-down in the main menu, select ClosedRecord Management Actions.

  4. In the Record Management Actions dialog box, select Accession from the list on the left.

    Note: This option will only appear if the record folder follows a retention schedule with an Accession final disposition.

  5. Click Export for Accession. The Export Briefcase dialog box will open (See Briefcasing Your Documents for more information). Navigate to the location you want to save the briefcase to, and click Save.
  6. Once your records are exported, deliver them (i.e., accession them) to the appropriate archival authority.
  7. After the records have been appropriately accessioned, click Confirm Accession to finish the final disposition action. A Closedconfirmation dialog box will appear, click Yes to confirm the final disposition action.

  1. Open the web client or the Laserfiche Windows client and log in to the appropriate repository.
  2. Select the record or record folder you want to accession.
  3. From the Records drop-down in the main menu, select Record Management Actions.
  4. In the Record Management Actions dialog box, select Accession from the list on the left.

    Note: This option will only appear if the record folder follows a retention schedule with an Accession final disposition.

  5. Click Export for Accession. The Export Briefcase dialog box will open. Navigate to the location you want to save the briefcase to, and click Save.
  6. Once your records are exported, deliver them (i.e., accession them) to the appropriate archival authority.
  7. After the records have been appropriately accessioned, click Confirm Accession to finish the final disposition action. A confirmation dialog box will appear, click Yes to confirm the final disposition action.

Tip:  The export and confirm accession operations are separated to help prevent data loss. If you export your data and make sure it was successfully transferred before confirming the transfer in Laserfiche, which directs Laserfiche to delete the data, you can be sure your data is preserved.

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