Receipts generally keep track of 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 keeps track
of the location of a classified document, the receipt itself is not
usually classified.
If a receipt is a paper document, you can declare it as a physical
record. For more information, see Declaring a physical record. 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 Declare 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 keeps
track of.
- Complete the record declaration process as you would for any other
document.
After you declare a receipt as a record, the receipt's Properties
view shows the name of the record it keeps track of in the ReceiptOf field.
Note that you can change the value by clicking on ReceiptOf or
clear the assignment by clicking Clear.
In a record's Detail view, the Additional Record Details section
includes a Receipt Status field that displays
one of the following:
- None - the record has not been set as the
receipt of any other record.
- Attached - the record to which the receipt
is attached has not had a 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 destroyed through the normal disposition process.
- Parent Declassified - an authorized user
declassified the associated record. See the third Note below.
- Parent Downgraded - an authorized user
downgraded the associated record. See the third Note below.
- Parent Deleted - the associated record
was manually deleted.
The term "Parent" refers to the record associated with the receipt,
not to a folder.
Attention: The
Receipt Status field
displays "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 displays
"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.