1. In the File Plan go to the location for the new record category.
2. Click New Category.

   The New Record Category dialog box displays.

3. Enter details for the new category. Fields marked with an asterisk (*) are required.

   Metadata field	Description
   Name*	The name for the record category.
   Title*	The title for the record category.
   Description	A description of the record category.
   Record Category ID*	A unique identifier for the record category is generated automatically. You can change this now, but you can't edit it once the category has been created.
   Vital Record Indicator	Defines whether records in this category have a review process. The Vital Record Indicator is applied to all record folders within that category. You can change this at folder level. Users with Records Manager permissions receive a notification email when vital records are due for review.
   Period	The time period for the review cycle. Reviews are recurring based on the period you select. The review period is required when the Vital Record Indicator option is selected. Note: The "Quarter" option splits the year into 4 sets of 3 months, beginning with Jan/Feb/March. "Financial Quarter" is the same but based on the start date of your system-configured financial year. The review period is displayed on the details page for folders and records in the category.
   Expression	Enter a number as the Expression to accompany the Period type. If you enter “Week” and “3”, this would mean a review cycle of 3 weeks. If you select a Period that doesn't require an Expression then this field isn't available.

4. Click Save.

   The new category displays in the File Plan.

1. Hover over a record category in the File Plan and click View Details.

   The category details page displays and if the category already has a retention schedule then you'll see the schedule summary and steps.

2. Click Create Retention Schedule.
3. In the General section, click Edit.
4. Complete all fields:

   Field	Description
   Retention Authority	The authority that states how the record should be retained and disposed, for example Sarbanes-Oxley Act (SOX) or Corporate procedures.
   Retention Instructions	A summary of the retention schedule. This information is not actively used but this text is displayed in the record category summary in the File Plan, and is important from a legal perspective.
   Applied to	Record Folder: the retention schedule is applied to folders and all operations occur at the folder level. With this setting, you cannot manage records as individual units. If you cut off the folder, all records will be cut off. Record: the retention schedule is applied to records and all operations occur at the record level.

   Note: If you add folders to a category before setting up the retention schedule, then you can only select Record Folder.
5. Click Save.

   The category details page now displays a summary of the new or updated retention schedule.

1. Hover over a record category in the File Plan and click View Details.

   The category details page displays showing the retention schedule summary.

2. In the Retention Steps section, click Edit.

   The Edit Retention Schedule page displays.

3. Click Add Step and select a retention action.

   Option	Description
   Cut off	This is the first step in a retention schedule. Once a record is cut off this triggers the records retention period. You can't add records to a folder that's been cut off.
   Retain	This is an alternative first step that is a 'placeholder' step which delays the next retention step until after a selected time period or event.
   Transfer	Records are transferred from one location to another. This can be applicable to both electronic and non-electronic records, and will be used, for example, when transferring records from an organization to an archive.
   Accession	An advanced form of transfer usually involving the specific legal and physical transfer of records between organizations.
   Destroy	Electronic records are removed from the Records Management system and destroyed, and non-electronic records must be destroyed.

   Note: You can add multiple steps to a retention schedule, but the first step must be either a Cut off or Retain action, and no steps can be added after the Destroy action.
4. Select whether the action will be triggered after a period of time or when a specified event occurs:

   Option	Description
   After a period of	Select the time period after which the step action will take place. Note: If you select XML Duration from the Period Type drop down list you can specify a time interval using XML syntax. The syntax should take the form of: P = Period (required) nY = Number of years nM = Number of months nD = Number of days T = Start time of a time section (required if specifying hours, minutes, or seconds) nH = Number of hours nM = Number of minutes nS = Number of seconds For example, 'P2M10D' represents two months and ten days. Created Date = The date when the file or record is first added to Alfresco. Retention Action = The date when the last retention action took place. Don't select this for the first step in the schedule. The "Quarter" option splits the year into 4 sets of 3 months, beginning with Jan/Feb/March. "Financial Quarter" is the same but based on the start of your system-configured financial year. See Customizing the end of the financial year [37].
   When event happens	Select the event after which the step action will take place. Most events must be completed manually in the record details page, or you can use rules to automatically complete these events. The Obsolete, Superseded, and Related Record Transferred To Inactive Storage events are automatically completed when relevant relationships are set up between records [38].

   Note: You can select both options, or multiple events, and have the action triggered by Whichever event is earlier or When all events have happened.

   The date selected here is displayed as the Retention as of date in the details page for records or folders, depending on which the retention applies to. If you select an event then this field will display None, and you should complete the event on the details page.

5. If you added a Destroy step then there is an additional Keep record metadata after record destruction option. If you select this option then destroyed records are still represented in the File Plan rather than being completely deleted. An audit trail and metadata remain but the records can't be accessed.
   Note: The metadata is maintained indefinitely unless it is manually deleted from the File Plan by someone with the ALFRESCO_ADMINISTRATOR role, or another role that has been given permissions to delete the metadata.
6. Enter a Step Description.
7. Click Save.
   Tip: You can click the edit icon or delete icon next to a step to edit or delete it.
8. When you've entered all the required steps click Done.

1. Go go <TOMCAT_HOME>/webapps/alfresco/WEB-INF/lib/alfresco-repository-2.6.x.jar.
2. Copy period-type-context.xml to <TOMCAT_HOME>/shared/classes/alfresco/extension.
3. Rename the file to custom-period-type-context.xml.
4. Change all the value properties to suit the dates of your financial year.

   For example, the following would customize your system to start the financial year in October.

   <bean id="period.end.of.financial.month" class="org.alfresco.repo.dictionary.types.period.EndOfFinancialMonth" >
   		<property name="startDayOfMonth">
               <value>1</value>
           </property>
   		<property name="startMonth">
               <value>10</value>
           </property>
   	</bean>
   	<bean id="period.end.of.financial.quarter" class="org.alfresco.repo.dictionary.types.period.EndOfFinancialQuarter" >
   		<property name="startDayOfMonth">
               <value>1</value>
           </property>
   		<property name="startMonth">
               <value>12</value>
           </property>
   	</bean>
   	<bean id="period.end.of.financial.year" class="org.alfresco.repo.dictionary.types.period.EndOfFinancialYear" >
   		<property name="startDayOfMonth">
               <value>1</value>
           </property>
   		<property name="startMonth">
               <value>9</value>
           </property>
   	</bean>

5. Restart the server.
6. (Optional) If you change your financial periods this does not update any previously set calculated schedules and you will need to edit all retention schedules to ensure the new period start date is used. See Editing a retention schedule [39].

1. Select a folder in the File Plan.
2. Click New Folder.

   The New Record Folder dialog box displays.

3. Enter details for the new category. Fields marked with an asterisk (*) are required.

   Metadata field	Description
   Name*	The name for the record folder.
   Title*	The title for the record folder.
   Description	A description of the record folder.
   Record Folder ID*	A unique identifier for the record folder is generated automatically. You can change this now, but you can't edit it once the folder has been created.
   Location	If relevant specify the physical location of the records contained within this folder.
   Supplemental Marking List	If available, select any suitable properties from the list. Entries on this list are set up by your Alfresco administrator and are only available if you have been given the required permission.
   Vital Record Indicator	Defines whether records in this folder have a review process. The Vital Record Indicator is applied to all records within the folder. You can change this at record level. Note: If you don't select this option and the category the folder is in has a Vital Record Indicator set, then the category setting will be applied to the folder once it is created. If you do select this option it will override any Vital Record Indicator set in the category. Users with Records Manager permissions receive a notification email when vital records are due for review.
   Period	The time period for the review cycle. Reviews are recurring based on the period you select. The Review Period is required when the Vital Record Indicator check box is selected. Note: The "Quarter" option splits the year into 4 sets of 3 months, beginning with Jan/Feb/March. "Financial Quarter" is the same but based on the start date of your system-configured financial year. See Customizing the end of the financial year [37]. The review period is displayed on the details page for records in the folder.
   Expression	Enter a number as the Expression to accompany the Period type. If you enter “Week” and “3”, this would mean a review cycle of 3 weeks. If you select a Period that doesn't require an Expression then this field isn't available.

4. Click Save.

   The new folder is now shown in the File Plan.

The new record folder is marked as Open, which means that records can be filed in it. The date of opening is the same as the creation date.

1. Click Manage Permissions when you're in the folder or category you want to set permissions for in the File Plan.
   Tip: You can also hover over a folder in the File Plan and click More then Manage Permissions, or a category in the File Plan and click Manage Permissions.

   The Manage Permissions page opens with the name of the selected folder or category displayed. Any users and groups that currently have permissions assigned are also displayed. You can change existing user permissions or Remove them entirely.

2. Click Add User or Group.
3. Enter the name of an individual user, a group, or a Records Management role and click Search.

   All users, groups, and roles matching the search are displayed.

4. Click Add next to the user, group, or role that you want to add permissions for.
   Tip: You can add permissions for as many users, groups, and roles as you want.
5. Select either Read and File or Read Only.

   Read and File allows users to work with content, whereas users with Read Only permission can only view content.

6. When you're finished click Save to return to the File Plan.

   The permissions you've set are now applied to the folder or category you selected and any folders or categories it contains. You can change these as needed on a folder or category basis.

1. In the record folder where you want to file a record click File.
2. Click Electronic.
3. Click Select Records to File and find the file that you want to upload.
   Tip: You can also select multiple items in the standard multi-select way.
   The files are uploaded as record and display in the File Plan as incomplete records. You need to make sure any required metadata is added before you can set records to complete.

1. In the Document Library of an Alfresco site find the file you want to declare as a record.
2. Hover over the file and click More then Declare as Record.

   The file is added to the Unfiled Records area, in the explorer panel of your Records Management site. It's still visible in its original site, identified by the icon, but is locked and with a limited set of actions available.

   Note: You can't declare a record if your permission level for the site is Consumer, or if the file is locked.

   A file that has been declared as a record can be deleted. The records remain in the File Plan.

1. Click the Unfiled Records area on the explorer panel on the left of the page.

   All unfiled records are displayed.

   Note: You can add additional folders to the Unfiled Records area to create a folder hierarchy to help manage unfiled records. You can also declare items as records directly from within the Unfiled Records area structure.
2. Hover over an unfiled record and click More then File to....
3. Select a records folder to file the record in then click File.
   Note: There are multiple other actions available including Reject so you can reject the record from the File Plan, and Move to so you can move the record to another location in the Unfiled Records hierarchy.

1. Hover over an incomplete record in the File Plan and click More then Add Record Metadata.
   Tip: For non-electronic records the Add Record Metadata is available as soon as you hover over them, you don't need to click More.

   The available record types are displayed.

2. Select the appropriate record type.

   Record type	Description
   Web Record	A web page.
   Scanned Record	A file that is scanned into the Records Management system.
   PDF Record	A PDF file.
   Digital Photograph Record	A photographic image file.

   Tip: You can select multiple items in the standard multi-select way.
3. Click OK.

   Some record metadata is mandatory. Before you can complete a record, you must edit the metadata to complete the mandatory fields.

1. Hover over a record in the File Plan and click Edit Metadata.

   The Edit Metadata page displays. The metadata fields you see on this page depend on the file type, and whether or not record types have been associated with the file. The metadata is divided into sections, with additional sections dependant on if a record type has been associated with the item.

2. Enter the record metadata. Fields marked with an asterisk (*) are required.

   If your Records Management system is DoD 5015.2-STD compliant then every file includes the DOD5015 Record section, which is a default set of basic metadata fields. The default record metadata fields are:

   Record
   Publication date*	The date that the record is published. Select the date from the calendar selection box.
   Originator*	The person or department in the originating organization.
   Originating Organization*	The organization that created the record.
   Media Type	The general media type such as audio, video, or document.
   Format	The format in which the record is stored, such as electronic or physical file.
   Date received	The date that the record was received from the originator.
   Addressee	The email address of the originating organization to be used for correspondence.
   Other Addressee	The secondary recipients of the message (CC).
   Location	The physical location of the record, generally only applicable to non-electronic records.
   Supplemental Marking List	Any additional properties applicable to the record. This list is defined by the Alfresco administrator in the List of Values in the RM Admin Tools. This is available in both standard and DoD 5015.2-STD compliant File Plans.

   You can't save this page until you complete any required fields.

3. Click Save.

1. Click File Plan in the Records Management site.

   The records list takes up most of the File Plan main page. You can filter the records list and navigate the File Plan using the explorer panel down the left side of the page.

2. Use the Options menu to select how you want to view the library content, and the sorting options to sort records.

1. Hover over a record category in the File Plan and click View Details.

   The category details page displays and if the category already has a retention schedule then you'll see the schedule summary and steps.

2. Click Create Retention Schedule.
3. In the General section, click Edit.
4. Complete all fields:

   Field	Description
   Retention Authority	The authority that states how the record should be retained and disposed, for example Sarbanes-Oxley Act (SOX) or Corporate procedures.
   Retention Instructions	A summary of the retention schedule. This information is not actively used but this text is displayed in the record category summary in the File Plan, and is important from a legal perspective.
   Applied to	Record Folder: the retention schedule is applied to folders and all operations occur at the folder level. With this setting, you cannot manage records as individual units. If you cut off the folder, all records will be cut off. Record: the retention schedule is applied to records and all operations occur at the record level.

   Note: If you add folders to a category before setting up the retention schedule, then you can only select Record Folder.
5. Click Save.

   The category details page now displays a summary of the new or updated retention schedule.

1. Hover over a record category in the File Plan and click View Details.

   The category details page displays showing the retention schedule summary.

2. In the Retention Steps section, click Edit.

   The Edit Retention Schedule page displays.

3. Click Add Step and select a retention action.

   Option	Description
   Cut off	This is the first step in a retention schedule. Once a record is cut off this triggers the records retention period. You can't add records to a folder that's been cut off.
   Retain	This is an alternative first step that is a 'placeholder' step which delays the next retention step until after a selected time period or event.
   Transfer	Records are transferred from one location to another. This can be applicable to both electronic and non-electronic records, and will be used, for example, when transferring records from an organization to an archive.
   Accession	An advanced form of transfer usually involving the specific legal and physical transfer of records between organizations.
   Destroy	Electronic records are removed from the Records Management system and destroyed, and non-electronic records must be destroyed.

   Note: You can add multiple steps to a retention schedule, but the first step must be either a Cut off or Retain action, and no steps can be added after the Destroy action.
4. Select whether the action will be triggered after a period of time or when a specified event occurs:

   Option	Description
   After a period of	Select the time period after which the step action will take place. Note: If you select XML Duration from the Period Type drop down list you can specify a time interval using XML syntax. The syntax should take the form of: P = Period (required) nY = Number of years nM = Number of months nD = Number of days T = Start time of a time section (required if specifying hours, minutes, or seconds) nH = Number of hours nM = Number of minutes nS = Number of seconds For example, 'P2M10D' represents two months and ten days. Created Date = The date when the file or record is first added to Alfresco. Retention Action = The date when the last retention action took place. Don't select this for the first step in the schedule. The "Quarter" option splits the year into 4 sets of 3 months, beginning with Jan/Feb/March. "Financial Quarter" is the same but based on the start of your system-configured financial year. See Customizing the end of the financial year [37].
   When event happens	Select the event after which the step action will take place. Most events must be completed manually in the record details page, or you can use rules to automatically complete these events. The Obsolete, Superseded, and Related Record Transferred To Inactive Storage events are automatically completed when relevant relationships are set up between records [38].

   Note: You can select both options, or multiple events, and have the action triggered by Whichever event is earlier or When all events have happened.

   The date selected here is displayed as the Retention as of date in the details page for records or folders, depending on which the retention applies to. If you select an event then this field will display None, and you should complete the event on the details page.

5. If you added a Destroy step then there is an additional Keep record metadata after record destruction option. If you select this option then destroyed records are still represented in the File Plan rather than being completely deleted. An audit trail and metadata remain but the records can't be accessed.
   Note: The metadata is maintained indefinitely unless it is manually deleted from the File Plan by someone with the ALFRESCO_ADMINISTRATOR role, or another role that has been given permissions to delete the metadata.
6. Enter a Step Description.
7. Click Save.
   Tip: You can click the edit icon or delete icon next to a step to edit or delete it.
8. When you've entered all the required steps click Done.

1. Hover over a record category in the File Plan and click View Details.

   The category details page displays and if the category already has a retention schedule then you'll see the schedule summary and steps.

2. In the General section click Edit to edit the basic details, or click Edit in the Retention Steps section to edit, add, or delete steps.
3. When you've finished click Done.

1. Click Manage Permissions when you're in the folder or category you want to set permissions for in the File Plan.
   Tip: You can also hover over a folder in the File Plan and click More then Manage Permissions, or a category in the File Plan and click Manage Permissions.

   The Manage Permissions page opens with the name of the selected folder or category displayed. Any users and groups that currently have permissions assigned are also displayed. You can change existing user permissions or Remove them entirely.

2. Click Add User or Group.
3. Enter the name of an individual user, a group, or a Records Management role and click Search.

   All users, groups, and roles matching the search are displayed.

4. Click Add next to the user, group, or role that you want to add permissions for.
   Tip: You can add permissions for as many users, groups, and roles as you want.
5. Select either Read and File or Read Only.

   Read and File allows users to work with content, whereas users with Read Only permission can only view content.

6. When you're finished click Save to return to the File Plan.

   The permissions you've set are now applied to the folder or category you selected and any folders or categories it contains. You can change these as needed on a folder or category basis.

1. In the record folder where you want to file a record click File.
2. Click Electronic.
3. Click Select Records to File and find the file that you want to upload.
   Tip: You can also select multiple items in the standard multi-select way.
   The files are uploaded as record and display in the File Plan as incomplete records. You need to make sure any required metadata is added before you can set records to complete.

1. In the record folder where you want to file a record click File.
2. Click Non-electronic.
3. Enter details for the file you are making a record of.

   Only the Name and Title are required, but you should enter enough information so that the record will be recognized by other users.

4. Click Save.

   A new record is created and displays in the File Plan as an incomplete record. You need to make sure any required metadata is added before you can set records to complete.

1. Click the Unfiled Records area on the explorer panel on the left of the page.

   All unfiled records are displayed.

   Note: You can add additional folders to the Unfiled Records area to create a folder hierarchy to help manage unfiled records. You can also declare items as records directly from within the Unfiled Records area structure.
2. Hover over an unfiled record and click More then File to....
3. Select a records folder to file the record in then click File.
   Note: There are multiple other actions available including Reject so you can reject the record from the File Plan, and Move to so you can move the record to another location in the Unfiled Records hierarchy.

1. Hover over an incomplete record in the File Plan and click More then Add Record Metadata.
   Tip: For non-electronic records the Add Record Metadata is available as soon as you hover over them, you don't need to click More.

   The available record types are displayed.

2. Select the appropriate record type.

   Record type	Description
   Web Record	A web page.
   Scanned Record	A file that is scanned into the Records Management system.
   PDF Record	A PDF file.
   Digital Photograph Record	A photographic image file.

   Tip: You can select multiple items in the standard multi-select way.
3. Click OK.

   Some record metadata is mandatory. Before you can complete a record, you must edit the metadata to complete the mandatory fields.

1. Hover over a record in the File Plan and click Edit Metadata.

   The Edit Metadata page displays. The metadata fields you see on this page depend on the file type, and whether or not record types have been associated with the file. The metadata is divided into sections, with additional sections dependant on if a record type has been associated with the item.

2. Enter the record metadata. Fields marked with an asterisk (*) are required.

   If your Records Management system is DoD 5015.2-STD compliant then every file includes the DOD5015 Record section, which is a default set of basic metadata fields. The default record metadata fields are:

   Record
   Publication date*	The date that the record is published. Select the date from the calendar selection box.
   Originator*	The person or department in the originating organization.
   Originating Organization*	The organization that created the record.
   Media Type	The general media type such as audio, video, or document.
   Format	The format in which the record is stored, such as electronic or physical file.
   Date received	The date that the record was received from the originator.
   Addressee	The email address of the originating organization to be used for correspondence.
   Other Addressee	The secondary recipients of the message (CC).
   Location	The physical location of the record, generally only applicable to non-electronic records.
   Supplemental Marking List	Any additional properties applicable to the record. This list is defined by the Alfresco administrator in the List of Values in the RM Admin Tools. This is available in both standard and DoD 5015.2-STD compliant File Plans.

   You can't save this page until you complete any required fields.

3. Click Save.

1. Hover over a record in the File Plan and click More then Request Information.
2. Click Select and select a user or group to request the information from.
3. Enter details of what you need in the Requested information box.
4. Click Request Information.

   A task will be assigned to the selected user and will show in their My Tasks dashlet. Once they mark the task as done the information they provide will be shown in a task assigned to the user who requested the information. Access the information through your My Tasks dashlet and click Task Done to close the information request.

1. In the Document Library of an Alfresco site hover over a file or folder and select More, then Classify.

   You can classify using both Security Classification and Security Groups. You'll only see the classification options that you have security clearance for.

To autoclassify:

2. Click Add Instructions.
3. Click on a guide to view its topics.
4. Click next to the topic you want to apply instructions from then click Select.
   Tip: You can click View to check what classification level and security marks the topic instructions contain.
5. Repeat for as many topics as you want to add.
6. Click Apply.

   All the topics you've selected will have their instructions applied to the item you're classifying.

   Tip: If topics contain instructions that clash then the higher level of classification will apply. For example if you add two topics, one with a classification level of Top Secret, and one with Secret, then the Top Secret level will apply.

To manually add classifications and security marks:

7. Select a classification from:
   • Top Secret
   • Secret
   • Confidential
   • Unclassified
   Tip: If you select Unclassified then the item will be available to all users.
8. Enter a classification agency, for example, government or other body (optional).
9. Select one or more classification reasons from the list of available reasons.
10. You can optionally set a Downgrade Schedule or a Declassification Schedule.

    Downgrade Schedule

    Set a schedule for when the item will be downgraded, for example, from Top Secret to Secret. You can enter a specific date for the downgrade to take place, an event that means a downgrade should be considered, and instructions on how to carry out the downgrade. All of these are optional, but once you've entered a downgrade date, event, or both, you're required to enter instructions.

    Declassification Schedule

    Set a schedule for when the file will be declassified. These means when its classification level will be set to Unclassified. You can enter a specific date for the declassification to take place, an event that means declassification should be considered, and exemptions for when declassification shouldn't take place. All of these are optional.

    Note: Downgrade and declassification schedules are not automated. Any reclassification needs to be done manually.
11. Click security marks to apply them to the item, and again to remove them.

    See How security controls work [79] for more details.

12. Click Classify.

    The item now displays its classification level, and can only be seen by those with the required security clearance.

    Tip: Items set to Unclassified with no applied security marks can be seen by all users.
    The option to Share the file is no longer available for Top Secret, Secret, or Confidential items. When a file or folder is declared as a record it retains its classification level and any security marks.

    The classification reason and classification-related properties can be seen in the Properties when you preview the file.

    Note: When you classify a file it isn't added to the Records Management site File Plan. If you want to create a record from it you still need to declare the file as a record [80].

    If you delete a classified file then it's permanently deleted and isn't available in your Trashcan. If you delete a classified folder then all of its content is permanently deleted, even items that haven't been directly classified themselves.

1. In the Document Library of an Alfresco site find the file you want to declare as a record.
2. Hover over the file and click More then Declare as Record.

   The file is added to the Unfiled Records area, in the explorer panel of your Records Management site. It's still visible in its original site, identified by the icon, but is locked and with a limited set of actions available.

   Note: You can't declare a record if your permission level for the site is Consumer, or if the file is locked.

   A file that has been declared as a record can be deleted. The records remain in the File Plan.

1. In the Document Library of an Alfresco site find the file you want to declare a version of as a record.
   Tip: You can see a file's version history by clicking on the file, then in the file preview screen scrolling down to the Version History section. You can revert to previous versions by clicking the icon.
2. Hover over the file and click More then Declare Version as Record.

   The file is added to the Unfiled Records folder, in the explorer panel of your Records Management site, and is identified there as a version record by the icon. The file is still available in its original site, with a full set of actions available.

   Note: You can't declare a version as a record if your permission level for the site is Consumer, or if the file is locked, or synced with an Alfresco in the Cloud site.

1. In the Document Library of an Alfresco site find the file you want to set auto-declare options for.
2. Hover over the file and click More then Auto-Declare Options.

   The Set Auto-Declare Options screen opens with the default setting of Never.

3. Select to automatically declare versions as records:
   • For major versions only

     Each time a new major version of the file is created, the version is declared as a record and added to the Unfiled Records area, in the explorer panel of your Records Management site. It's identified there as a version record by the icon. In its originating site it'll display the icon, and the icon next to each recorded version in the Version History section of the file preview screen.

   • For all major and minor versions

     Each time a new major or minor version of the file is created, the version is declared as a record and added to the Unfiled Records area, in the explorer panel of your Records Management site. It's identified there as a version record by the icon. In its originating site it'll display the icon, and the icon next to each recorded version in the Version History section of the file preview screen.

4. Click OK to save these settings.

   You can change the settings whenever you need to, but any records already created will be unaltered.

1. In the Document Library of an Alfresco site find a file that's been declared as a record.
2. Hover over the file and select Move Record.
3. Choose the folder where you want to place the content.

   Files that have been declared as records can be moved to anywhere in their current site, but cannot be moved to a different site.

4. Click Move.

   The file is moved to it's new location in the site. The record of the file in the Records Management site is unaffected.

1. In the Document Library of an Alfresco site find a file that's been declared as a record.
2. Hover over the file and select Hide Record.
3. Click OK to confirm that you want to hide the record.

   The record's now hidden from the Document Library. Once a record has been hidden it can't be unhidden. If a record is rejected from the Records Management site then it will become visible again with a warning that it's been rejected.

Use rules to manage your File Plan content automatically. There are two ways to define rules: create your own rules or link to rules already created for a different category or folder.

1. In the Records Management site click Records Search.

   The Search page displays.

2. Click the Criteria tab to perform a search or the Results tab to view the results of a search.

1. On the Records Search Criteria tab enter a search term in the box.
2. If you want you can use the Search by field and Search Date options to do a more advanced search.

   Search criteria	Description
   Search by	Select from the options available what you want to search for. When you select an option it's added to the field below where you can then enter your search criteria. For example if you select Retention Schedule > Retention Action Name, the field name retentionActionName: is added and you can then type a retention action name, such as retentionActionName:cutoff. Don't insert a space between the colon and the search term. You can select multiple criteria.
   Search Date	Select a date to search on or even multiple dates, see searching for date ranges [136].

3. Expand the Results options section and specify the content you want displayed in the search results.
   1. In the Metadata section, select the metadata fields that you want to display in the search results. The metadata name becomes a column title in the results table, which can then be sorted.
   2. In the Order section, specify how you want to sort the search results.
   3. In the Components section, select the type of components you want the search to return.
4. Click Search.

   The search results display in a table on the Results tab.

1. On the Records Search page click Saved Searches and select a search option.

   The Critera tab is auto-filled with the saved search options. You can change these if you want.

2. Click Search.

   The search results display in a table on the Results tab.

1. Click Save Search.
2. Enter a Name and Description for the search.
3. Click Save.

   The search you save will be available for all site members.

1. Click the Records Search Results tab to view the search results.
2. Click Printer Layout.
3. Print the page using your browser print option.
4. Click Screen Layout to return to the standard view.

1. Click the Records Search Results tab to view the search results.
2. Click Export.

   Depending on your browser you are prompted to open or save the file.

   Note: You can also export the results from the Printer Layout view.

1. Click the Saved Searches menu on the Search page to view the available search queries.
2. Select the query you want to delete.

   The Critera tab is displayed so you can check that this is the search you want to delete.

3. Click Delete Search.
4. Click Remove to confirm the deletion.

1. Click the Records Search Results tab to view the search results.
2. Select search results then click Add to Hold.

   The Add to Hold screen displays.

3. Select one or more holds and click OK.

   A message displays confirming that the record or folder is on hold.

   Note: If no holds have been set up in the Holds area then the screen will be empty. Records and folders remain on hold until they have been removed from all holds they're added to.

1. In the File Plan hover over a destroyed folder or record, or a folder or record awaiting transfer or accession completion, and click File Report.
   Note: Records and folders waiting for transfer and accession completion are stored by default in the Transfers area in the explorer panel. Records on a hold are stored by default in the Holds area in the explorer panel.
2. Reports are filed by default to the Unfiled Records area of the File Plan. To select an alternate location deselect the File report to 'Unfiled Records' option and choose a different destination folder.
   Note: As with all records you must select a folder, not a category, to file the report to.
3. Click File Report.

1. If you want to filter the audit results then choose from one or more of the following options:

   Filter action
   By default only the first 20 log entries are displayed. Use this option to select the number of displayed entries.
   Select from and to dates for actions to include in the audit.
   Click Specify and search for then select a user you want to audit, then click Add.
   Select an event type to audit. You can only select one event type.

2. When you've selected the audit filters you want, click Run Audit Report.
   Note: If you don't want to filter the results, then just click Run Audit Report without making any filter selections.

If you have an audit running then you can stop it and restart it later.

1. Click Stop in the Audit tool of the RM Admin Tools if you have an audit running.

   A dialog box prompts you to confirm the action.

2. Click Yes.

   The auditing tool stops capturing and storing the activity in the Records Management system.

3. To start the audit log again, click Start. When prompted, click Yes to confirm the action.

When you've run an audit log you then have the option to file it as a record.

1. When you've run an audit, click File as Record in the Audit tool of the RM Admin Tools.
2. Choose the destination folder for the audit record.
3. Click OK.

   A message confirms that the audit log has been filed as a record in the selected folder in the File Plan.

   Note: You'll need to add any required metadata before the record can be completed.
4. Click OK to dismiss the message. You can also click View Record to display the audit report in the Records Management site.

1. When you've run an audit, click View Recent Log in the Audit tool of the RM Admin Tools.

   A separate window opens displaying the audit log.

2. You can save the log report in one or both of the following ways:
   • Click Export to save the report to your computer.
   • Click File as Record to file the report in the File Plan.
   Note: If you select File as Record you'll need to add any required metadata before the record can be completed.
3. Close the window.

1. When you've run an audit, click Clear Full Log in the Audit tool of the RM Admin Tools.

   A message prompts you to confirm the action.

2. Click Yes to clear the audit log.

1. Click Custom Metadata in the RM Admin Tools.
2. Select an option in the Object column: Non-Electronic Document, Record, Record Category, or Record Folder.

   The right column lists any custom metadata that's already been defined for the selected object.

3. Click New.

   The New Metadata page displays.

4. Type a name for the metadata in the Name field.

   This name is used as the label on the Edit Metadata page.

5. Select a data Type.

   The type can be of the following values:

   Type	Description
   Text	Adds a text field to the Edit Metadata page. When you select this option, you can select the Use selection list check box, so instead of a text field there will be a selection menu of the list created with the List of Values tool [177].
   Check box	Adds a check box to the Edit Metadata page.
   Date	Adds a date field to the Edit Metadata page.

   Note: The Use selection list option is only available if a list has been created with the List of Values tool [177].
6. To configure this metadata field as a selection menu:
   1. Select the Use selection list check box.
   2. Select a list name from the menu.
7. Select the Mandatory check box to set this metadata to be mandatory on the Edit Metadata page.
   Note: Mandatory metadata must be completed before a record can be set to completed.
8. Click Create.

You can easily edit any custom metadata that you've set up.

1. Click Custom Metadata in the RM Admin Tools.
2. Select an option in the Object column: Non-Electronic Document, Record, Record Category, or Record Folder.

   The right column lists any custom metadata that's already been defined for the selected object.

3. Click Edit to the right of the metadata you want to work with.

   The Edit Metadata Property page displays.

4. Make the required changes then click Save.
   Note: You can't edit the type (text, boolean or date) or the Mandatory option for existing custom metadata.

All existing roles are displayed when you open the Define Roles tool.

1. Click Define Roles in the RM Admin Tools.
2. In the Roles column, select a role to view.

   The list of capabilities assigned to that role display in the Capabilities column.

3. Select another role to view its assigned capabilities.

There are five default Records Management roles, but you can add as many more as you need.

1. Click Define Roles in the RM Admin Tools.
2. Click New Role.

   The New Role page displays all available capabilities, which are organized into groups. You can choose individual items or an entire group to define the categories for the role you're creating.

3. Enter a name for the role.
4. Select the capabilities that you wish to apply to the role.
   1. To select an individual capability within a group, click the check box.
   2. To select a group of capabilities, click Select All.

      For example, to select all capabilities for controlling folders, click Select All for the Folder Control group.

   Note: A new role should at a minimum be given the View Records capability so that it can at least view records in the File Plan.
5. Click Create.

1. Click Define Roles in the RM Admin Tools.
2. In the Roles column, select the role you want to edit.
3. Click Edit Role.
4. Edit the name and capabilities as required.
5. Click Save.

1. Click Define Roles in the RM Admin Tools.
2. In the Roles column, select the role you want to delete.
3. Click Delete Role.

   A message prompts you to confirm the action.

4. Click OK.

1. Click Email Mappings in the RM Admin Tools.
2. Type the email header field in the Map box or select one from the menu.
3. Click Select to select an Alfresco property name.

   You can select an Alfresco property or a custom property.

4. Click Add.

   The new mapping displays in the list of email mappings.

1. Click Email Mappings in the RM Admin Tools.
2. Browse the list to find the mapping you want to delete.
3. Click Delete then click Yes to confirm.

   This removes the mapping from the list.