Add a record category

You can add a record category to a file plan in the hierarchy of records management entities. You can also add a record category to another record category, creating a subcategory. Note, however, that you can add a subcategory only to an active record category. Only a Records Manager or a Records Administrator can add a record category.

By default, the newly-created record category inherits all properties except Name, Identifier, and Date Opened from its parent record category. You can change these inherited values.

NOTE  At any level of the file plan, you should not create more than 100 record categories and record folders (see File Plans for more information).

To add a record category

  1. Sign in as the Records Manager or Records Administrator and browse to the file plan under which you want to create a record category. If you want to create a subcategory, open the appropriate record category.
  2. To open the wizard, click Add Record Category: Add record category icon. Then perform the following steps.

Set properties

  1. Enter or modify the displayed property values. Some properties can be edited directly in this page, while others require that you click the property name to edit the values. A red asterisk indicates that you must specify a value for that property.

    For more information about displayed properties, refer to Properties Reference. If entering a Record Pattern that automatically names records being added to the category, enter the pattern directly in this field. For help in constructing the pattern, refer to About naming pattern syntax.
  2. Click Next to set the disposition schedule for the record category or select another step from the left panel. Click Cancel to exit the Add Record Category wizard.

Set disposition

  1. There are three possibilities. A disposition schedule might already have been preselected (the Inherit box is checked). A disposition schedule might be listed but the Inherit box is not checked. To use it, click Inherit. There may be no disposition information. In all cases, click Browse Schedule to select a schedule or change it. Click Clear Schedule to leave the disposition blank for now. You can review the information pages of any assigned schedule by clicking its Get Info icon.
  2. When you browse for a schedule, click Select beneath the name of the disposition schedule you want to assign to this category.
  3. If necessary, specify the Disposition Authority designated for the disposal of the record category when it is due for disposal.

    By default, the disposition authority specified for the selected disposition schedule will be automatically assigned as the disposition authority for the record category. If a disposition authority is not set for the selected schedule, the disposition authority that you set for the category will be applicable. If you decide to specify the disposition authority now, and set the disposition schedule later, the disposition authority set for the schedule would override the disposition authority that you previously set for the record category.

  4. Click Next to set the Vital Record or select another step from the left panel.

Set vital record

If the records created in the record category require continuous reviews and updates, you can mark the record category as Vital in this step. All records created in the category are automatically classified as Vital.

  1. To specify that records in this category are vital, select True from the Vital Record Indicator drop-down menu.
  2. If desired, enter a description of the vital records to be added to this record category.
  3. From the Vital Record Review Action menu, select the action that will be launched with the periodic review or update cycle of vital records. The menu lists Vital Review actions previously created as described in Add an Action.
  4. From the Vital Record Review and Update Cycle menu, select the event that will trigger the periodic review or update of vital records within the category. The menu lists recurring events previously created as described in Add a Recurring Event.
  5. Click Next to set the security and finish the record category.

Set security

Security settings determine the groups and users who can access the record category, and control the permissions granted to each group or user. The security settings you specify here might be overridden by security markings set on the entity.

  1. Review the existing security settings. See Specify Security Setting for information about each access right.
  2. If you want to change the access rights for a specific user or group listed on the page, click the user or group name in the Title column. The Security Settings page displays, in which you can specify the security permissions of different users and groups.
  3. To add new users or groups to the list, click Add New. To remove an existing user or group from the list, select the Remove option for that user or group. For more information see Add users and groups to an object.
  4. To save modifications to security settings and finish creating the record category, click Finish.
  5. Click OK to acknowledge the message on successful addition of a record category and exit the Wizard.