When you file a record, you create a reference to that record at another location within the same file plan. The record is not duplicated. This means that instead of creating a copy of the record, you create a reference to the record, which points to the record at its original location. You can file one or more records at the same time.
While filing a record, you should keep the following in mind:
When a record is declared into more than one container, you can specify its security parent during declaration. Filing the record into another folder after declaration does not change the security parent as long as the container is maintained and the record remains filed in that container. You can see which container is the security parent by selecting the Filed In information page. For additional details, see Filing records in the Security topic.
When one record is filed into parent containers that have different disposition schedules, the pointer to the record is affected by the disposition schedule of its parent. Thus, if one parent container has a 5-year schedule and another parent has a 2-year schedule, after two years, the record will no longer appear in the parent with the 2-year record, but it will still appear in the parent with the 5-year schedule.
To file one or more records
NOTE To see where an entity is filed, select the Filed In view of its information pages.