The File Plan is built up by adding levels made up of categories and folders.
Only a few users have the capability to add folders and categories, and this is tightly
controlled to make sure that your system remains compliant. Capabilities are assigned to user
roles in the RM Admin Tools. You might be assigned the capability to create
folders but not categories, or just have the capability to add records.
given to a role are not the same as permissions. Capabilities define what you can do in the
Records Management site, whereas permissions are specific to sections of the File Plan.
Permissions are applied at category and folder level using the Manage
option, and you use these to decide which users can see specific
sections of the File Plan, and if they can read and file in that section. See Managing permissions
for further details.
When you create a container (category or folder) the system records the date of creation and
the user who created it. This information is recorded in the object's metadata. Metadata can
be thought of as a set of properties, and are where all key information about an item, folder,
or category is stored. Record categories carry the most metadata as they hold the retention
instructions for the whole category.
The following rules are enforced when working with the File Plan structure:
- The top level of the File Plan can only contain record categories.
- A category can contain other categories and folders.
- A folder can contain only records.