Record Management Actions

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The Record Management dialog box allows you to perform records management actions that affect the record life cycle. This dialog box contains options to close and reopen record folders, set and unset event dates, cutoff and uncutoff record folders, perform any transfers defined in the retention schedule, and perform final disposition.

To access this dialog box, select a record folder or record, then select Record Management Actions from the Records drop-down menu.

Note: Records management actions are defined in the Laserfiche Administration Console.

Record Management Dialog Box Components

The top three properties are non-configurable and display the object's general properties:

• Name: The name and filing path of the record folder or record.
• Record folder status: The current records management status of the record folder.

  Note: An indeterminate status may be displayed when multiple records are selected; an indeterminate status means records are following separate life cycles.

• Location: The current location of the records.

The next options are available depending on the object's life cycle and the records management action node selected:

• Close: Close and reopen a record folder. This node has the following properties:
  • Perform Close: Closes the record folder.
  • Reopen: Reopens a closed record folder.
• Event Date:Set and unset an event date. This node has the following properties:
  • Set Date: Sets the Event date for the record folder.
  • Unset Event Date: Clears the event date.
  • Event occurred on this date: Displays the currently set event date.
• Cutoff: Cutoff and uncutoff a record folder. This node has the following properties:
  • Cutoff Eligibility Date: Displays the day on which the record folder becomes eligible for cutoff.
  • Cutoff: Makes the record folder cutoff.
  • Uncutoff: Makes the record folder uncutoff.
• Retention: View relevant retention schedule information about the record folder. This node has the following properties:
  • Cutoff Eligibility Date: Displays the day on which the record folder will become eligible for cutoff.
  • Transfer Location: Displays the list of transfers specified for the retention schedule.
  • Projected Date: Displays the suggested date on which the record folder should be transferred to the location.
  • Actual Date: Displays the actual date of the record folder transfer.
  • Final Disposition Eligibility Date: Displays the date on which the record folder becomes eligible for final disposition.
• Alt. Retention: Set and unset the alternate retention event date. This node has the following properties:
  • Alt. Retention Event: Displays the name of the alternate retention event.
  • Set Event: Sets the alternate retention event date.
  • Unset Event: Clears the alternate retention event date.
• Transfer: Export and confirm transfers.
  • Export: Export the record folder. Opens the Export Briefcase dialog box.
  • Confirm: Completes the transfer. Opens the Confirm Transfer dialog box.
• Accession: Perform an accession final disposition.
  • Export: Export the record folder. Opens the Export Briefcase dialog box.
  • Confirm: Confirm that the records have been successfully accessioned to another organization. This option completes the accession process and removes all record information from the Laserfiche repository (record metadata may be retained). Confirming accession will open a confirmation dialog box before removing records.
• Destroy: Perform a destruction final disposition.
  • Destroy: Removes all record information from the Laserfiche repository (record metadata may be retained).

The View Record Series and View Record Folder buttons open a read-only version of the object's properties dialog box. If multiple objects are select, these options may be unavailable.

Related Topics

• Alternative retention schedule
• Closing and reopening record folders
• Cutoff Instructions
• Final disposition
• Locations
• Record Folder Properties dialog box
• Record Properties dialog box
• Record Series Properties dialog box
• Retention schedules
• Setting event dates
• Transfers