A record type is a categorization of records based on common
features among the records. You use record types when a group of records
existing in a record category or record folder has a different disposition
schedule from the one associated with the record category or record folder.
For example, it might be necessary to keep an employee record file
for 12 years for accounting or payroll purposes. However, for performance
appraisal records that need to be retained for only seven years, you
can create a record type with a different disposition schedule. You
can associate performance appraisal records with this record type
to ensure that appraisal records are deleted before an employee record
file.
See the disposition schedules topic for information about how disposition schedules are associated with a record.
You can search for and retrieve records based on their record type.
A record type can be applied to a record in the following ways:
- You can associate a record type with a record class and make the
record type the default for the class. For more information, see the
configuring a default record type topic.
- You can configure the system to show the record type metadata
during the declaration process, where a user can select a record type
when declaring a record from Workplace or Workplace XT. For more information,
see the record type metadata topic.
If you configure a default record type for a class, but do not
show the record type metadata during declaration, the default record
type is always used for the class. A record type is being used and
both a record class and a record type are not needed. Alternatively,
configure a default, but give the user the option to choose a different
record type. Or you can give the user the option to choose the record
type without configuring a default.