Receipts generally track which users are in possession
of a copy of classified record. Although, you can create a receipt
for unclassified records as well. Even though a receipt tracks the
location of a classified document, the receipt itself is not classified.
If a receipt is a paper document, you can declare it as a physical
record. For more information, see the declaring a physical record
topic. You can scan a receipt and declare the scanned image as an
electronic record or create an electronic text document and declare
that as a record. If you do want to declare the receipt as a classified
record, see the topic about declaring a classified record.
When you declare a receipt as a record, you associate the receipt
with the record you want to track.
To declare a receipt as a record:
- Start declaring the receipt as a record as you would for any other
document.
- In the Set Properties step, click ReceiptOf.
- Browse to and select the classified record that the receipt tracks.
- Complete the record declaration process as you would for any other
document.
After you declare a receipt as a record, the Properties view of
the receipt shows the name of the record it tracks in the ReceiptOf field.
You can change the value by clicking ReceiptOf or
clear the assignment by clicking Clear.
In the Detail view of a record, the Additional Record Details section
includes a Receipt Status field that shows
one of the following statuses:
- None: The record is not set as the receipt
of any other record.
- Attached: The record to which the receipt
is attached did not change in status; the receipt is still attached
to the record being tracked.
- Parent Transferred: The associated record
was transferred through the normal disposition process.
- Parent Destroyed: The associated record
was deleted through the normal disposition process.
- Parent Declassified: An authorized user
declassified the associated record.
- Parent Downgraded: An authorized user downgraded
the associated record.
- Parent Deleted: The associated record was
manually deleted.
The term "Parent" is talking about the record associated with the
receipt, not to a folder.
Attention: The
Receipt Status field
shows "None" if a record is not a receipt. The Properties view of
a classified record shows the names of receipts that are attached
to it (if any). The Receipt Status field of a classified record shows
"None" because a record with receipts attached cannot be the receipt
of another record. A record can have multiple receipts, but a receipt
can be attached to only one record.
- You cannot dispose of a receipt that is still attached to an active
classified record.
- When a record is downgraded or declassified, the link to the receipt
is deleted. If you want to continue to track the record, you must
declare a new record as a receipt for the downgraded or declassified
record.