Introduction
In many cases, when managing Physical Records or Aggregations, the Category for the given Record, Folder, Part or Box is already known, and does not need to be inferred by our Rules engine from metadata you enter. Records365 supports manually assigning a Record Category (and the associated Retention Schedule) to Physical files/folders and boxes.
Assigning Categories to Physical files/folders and boxes
There is a special Field type available in your Physical Profiles that allows you to perform manual assignment of Record Categories to Physical files/folders and boxes. Once a ‘Record Category’ type field has been added to your Profile(s) (see Manage Profile Fields for more details), you can populate this field when editing a Physical item as you would any other field.
The Record Category field performs a lookup against your File Plan, and the item(s) will inherit the relevant Retention Schedule as defined in the Category.
Assigning Categories to Physical Records
Just as electronic records can be manually reclassified, physical records—excluding files, folders, or boxes—can also be reclassified through the use of the advanced search or browse page. Furthermore, reclassification can be achieved by utilizing the rules engine, providing an additional method for managing your physical records.
Summary of ways to classify physical records
| RECLASSIFY | RULES | METADATA (Disposal Class on Profile) | ROLLUP (From records) | |
| RECORDS | ✓ | ✓ | ✗ | ✗ |
| FILES | ✗ | ✗ | ✓ | ✓ |
| BOXES | ✗ | ✗ | ✓ | ✓ |