When you relocate an entity, you move that entity and all
of its contents to a different location in the file plan. You can
relocate record categories and record folders. When you do, all of
the subcategories, folders, volumes, and records under that category
or folder are also relocated. The entities are relocated to the specified
destination in the file plan.
About this task
To relocate records, see the move records topic. Only a Records
Manager or Records Administrator can relocate a record category or
record folder. You need to remember several issues when relocating
a record category or folder.
- You can relocate a record category only to a category that does
not have any record folders in it.
- You cannot relocate a record folder to another record folder because
you cannot have a subfolder under a record folder.
- You cannot relocate a record folder to the file plan root level.
Record folders can exist only under record categories and not directly
under the file plan.
- Open and make active the destination category to ensure relocation
to this category. However, the source entity from which you are initiating
relocation can be inactive or closed.
- You must have appropriate access rights for adding entities to
the destination category.
Procedure
To relocate a record category or record folder:
- Go to the category or folder you want to relocate.
- Right-click its name and select Relocate. Then
perform the following steps.
- To set reason, enter the reason for relocating the entity
to some other destination.
- Click Next to move to the next
step, or click Cancel to exit the procedure
for relocating the entity.
- To set destination, select the destination record category
to which you want to relocate the selected category or folder.
- Click Next if you want to set
a disposition schedule. Otherwise, click Relocate to
relocate the entity to the selected destination.
- To set disposition, click Browse Schedule and
select the disposition schedule. Click Select beneath
the schedule name. This action adds a menu where you indicate how
to propagate the disposition schedule. In this step, you
can change the current disposition schedule of the entity. The disposition
schedule that you associate here is applicable for the entity after
relocation. For information about inheriting disposition schedules,
see the disposition schedules topic.
- Select one of the following options:
- Propagate new disposition schedule to all inheriting
entities: This option affects all subcategories, folders,
and records in the category you are relocating.
- Don't propagate new Disposition Schedule:
This option affects only the container being relocated but none of
its contents. If relocating a subcategory, the folders, volumes, and
records of the subcategory are not affected.
- Propagate new disposition schedule to all immediate
children, and all inheriting sub-entities: This option
affects all levels beneath the container you are relocating. If relocating
a folder, its volumes and records are also affected.
- Optionally enter the Disposition Authority in the text
box.
- Click Relocate.