Records Management Options
You can set options specific to records management in the desktop administration console or Repository Administration page. These options allow you to customize records management actions to suit your organizational and compliance policies.
To modify records management options in the Windows client, select your repository, expand the Repository Options node, select Settings, and then select the Records Management tab. To modify records management options in the Repository Administration page, navigate to the Records tab and then select the Settings tab.
Modifying records management options requires the Manage Repository Configuration privilege.
Unique Record Series Codes
The Prevent empty or duplicate record series codes option determines whether more than one record series can share the same record series code, or can have blank record series codes. If you enable this option, all record series must have codes and the codes must be unique; if you disable this option, record series may have duplicate or blank codes.
Transfer or Accession to NARA
Some organizations are required to transfer or accession some or all of their records to the National Archives and Records Administration (NARA) at some point in their retention life cycle. If this is the case, you should use the Enable transfer or accession to NARA repository.
This option should be enabled if the laws and regulations pertaining to your organization require transfer or accession to NARA. If they do not, this option should not be used.
This option will have the following effects on your repository:
- The Designate these records as permanent option for records series and records folders will be referred to as Designate these records for transfer or accession to NARA.
- The Permanent Records search type will be referred to as NARA Records.
- When exporting files for accession or transfer, you will receive warning messages to remind you of file format requirements for NARA records. (The export will not enforce these requirements.)
Require Records to be Created Within a Record Series
By default, any document or folder can be made into a record or record folder by applying cutoff instructions or a retention schedule to it. In some cases, your organizational policies may require that records and record folders only exist within record series. Enabling the Only allow records management classifications for documents and folders under record series option will prevent users from creating records and record folders outside record series; retention schedules and cutoff instructions will not be able to be applied anywhere except within a record series. Note that this will not affect documents or folders that already have records management classifications.
Allow Modifications of Metadata and Annotations on Inactive Records
When a record has been closed, cut off, or placed under a hold, modifications to the document are no longer permitted. In some cases, however, you may wish to prevent modifications to the document's pages and electronic file but allow modifications to the annotations and metadata. Selecting the Allow users to modify annotations and metadata on records that have been closed, cut off, or placed under a hold option allows users with appropriate rights to add, modify, or remove tags, links, versions, signatures, and locations, and to start version tracking. Users will not be able to add, modify, or remove fields and templates unless the Allow users to modify templates and fields on records that have been closed, cut off, or placed under a hold option is also selected.
This option does not grant users any additional rights. A user would still need all appropriate feature rights, entry access rights, and field or template rights to perform these actions. For example, to annotate a document that had been cut off, a user would need the Read and Annotate entry access rights for the document; in addition, the Allow users to modify annotations and metadata on records that have been closed, cut off, or placed under a hold would need to be set for the repository.