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 relocate a
record category or record folder, all of the subcategories, folders,
volumes, and records under that category or folder are also relocated
to the specified destination in the file plan.
To relocate records, see
Move records.
Only a Records Manager or Records Administrator can relocate a record
category or record folder. While relocating a record category or folder,
you should keep the following points in mind:
- 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.
- The destination category should be open and active 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.
To relocate a record category or record folder:
- Navigate 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 adds a new menu in which 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 will become applicable for the entity
after relocation. For information on inheriting disposition schedules,
see Disposition schedules.
- 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 container being relocated but
none of its contents. If relocating a subcategory, it's folders, volumes,
and records are not affected.
- Propagate new disposition schedule to all immediate
children - 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.