Add a volume

When you create a record folder, the system automatically creates a volume under that record folder. Volumes are typically used to limit the number of items, perhaps to partition records by month or by year. When you open a new volume, the old one is automatically closed. No more records will be automatically added to a closed volume, though you can add them manually if necessary. For example, if a record must be in a volume that is now closed, you can open the old volume and add the record manually. Then close the volume again.

You can add new electronic, physical, or hybrid volumes to record folders. The type of volume must be the same as its folder type. You cannot add box volumes.

A volume inherits the disposition schedule of the record folder under which it is created. You cannot define a disposition schedule that is independent of the parent record folder. In addition, you cannot create a subfolder or volume under a volume.

To add a volume

  1. Log in as a records manager or records administrator and open the record folder under which you want to create the volume.
  2. Click Add Volume: Create a volume icon

Set properties

  1. Enter or modify the displayed property values. Some properties can be edited in this page. Others require that you click the property name to edit the values.

    The Volume Name field will be pre-filled with a pattern name that is based on the pattern that you selected during the configuration. You can enter in any name in the Volume Name field, but you cannot have duplicate volume names. You cannot include any of the following characters as part of the volume name:

    \ / : * ? " < > |,

    For more information about displayed properties, refer to Properties Reference.
  2. Click Next to set vital record information or select another step from the left panel.

Set vital record

If all the records created under the new volume need continuous reviews and updates, you can mark the volume as Vital. Before you can complete this step, one or more vital review actions must exist. For help in creating this action, see Add an action. One or more recurring event triggers must also exist. For help in creating a recurring event, see Add a recurring event.

  1. From the Vital Record Indicator menu, select True.
  2. Optional: Enter a vital record description.
  3. From the Vital Record Review Action menu, select the action that will be launched with the periodic review and update cycle of vital records.
  4. From the Vital Record Review and Update Cycle menu, select the appropriate recurring event that will trigger the periodic review of vital records within this volume.
  5. Click Next to set the security for the volume.

Set security - Optional

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

  1. Add new users or groups.
    1. Click Add New.
    2. Select the domain from the Select in menu.
    3. Select Users or Groups.
    4. Enter the first few characters of the user or group name and click Search.
    5. Select one or more names from the list and click Accept.
  2. Change the permissions of a user or group if desired.
    1. Click the user or group name in the Title column to change the access rights for that user or group.
    2. Select the appropriate Allow or Deny check box for each permission. Allow overrides group rights to let the user or group perform the associated functions; Deny overrides group rights to prevent that user or group from accessing that function.
    3. Click Accept.
  3. Click Finish and then OK on the confirmation page.