Record Archive &
Disposal Settings
Document schemas fall under 1 of 3 different types. It is
this type of schema which will allow the FileHold server to be handled
as a record.
- Electronic Document are files that will change over
time. These documents typically undergo the full lifecycle of addition,
revision and deletion. For this reason, files associated with these
types of schemas will need to be version controlled. The FileHold library
retains unique copies of each version of a document.
- Electronic Records prevents files associated with
this schema from being versioned or deleted by any user. Electronic
records are files that will never change and are typically proof of
some form of transaction that occurred within the company. Typically
only 10-20% of files in a corporation are actually records. Files of
this nature can only be deleted by system administrators or by the archive
and deletion policies as set for the schema. The storage of files using
a electronic record schema is used mainly for compliance with record
retention policies such as Sarbanes Oxley, HIPPAA or DoD 5015.
- Offline document schema are effectively an entry
in FileHold that point to a physical document that is stored outside
of the electronic library. An example may be a large architectural document,
rare periodical or signed contract that has yet to be scanned.
To set the properties for a schema complete the following
steps.
- Go to the master list of document schemas by clicking on the Library
Admin > Manage Schemas > Document Schemas menu option.
- Click on the Add Schema button. NOTE: the schema type can only be
set on adding the document schema. Once documents have been associated
with an existing schema the schema type cannot be changed. The General
page of the document schemas property wizard appears.
- Here is where the schema type is set along with the archive and disposition
rules for the schema. Simply set the schema type to be electronic records
if you wish to have all documents associated with this schema to be
treated as records.
Archive and disposal rules can be set for schemas of any type. Automatically
archiving or deleting documents from the library ensures that the content
users are accessing is current and effective while protecting the company
from accidentally deleting files they need to keep for future reference.
Archive and deletion can occur in different stages. For example a schema
can be quickly configured to be automatically archived 2 years and automatically
deleted after 4 years after it is added to the system. The tasks that
flag documents for archival and deletion can be scheduled to run in
the background when system user activity is low.
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