Virgo makes it easy to edit, add, copy, merge, delete, and inactivate record series in your retention schedule.
This will allow you to keep your retention schedule up to date and communicate it throughout your organization.
Virgo allows you to edit individual fields within the record series.
Double-click the record series you would like to edit…
Or select the record series you would like to edit and click View Detail.
You can select any field you would like to edit and apply your changes.
Select the field you would like to edit and make any additional changes.
Virgo allows you to add a new record series simply by clicking the New button.
Click New to add a record series.
Virgo will direct you to a completely blank form where you must complete three required fields: code, name, and description.
To add a new record series, you must fill out the three required fields: code, name, and description.
Virgo allows you to copy a record series if you are splitting a record series into two or if there is a variation on an existing record series.
Select the record series you would like to copy.
Click the Copy button.
Virgo will pre-populate all of the fields from the record series you are trying to copy. You can make any changes by clicking on the appropriate field.
Virgo pre-populates the fields for the record series you would like to copy.
Click on the Retention field to update retention information.
If you scroll to the very bottom, there is an additional field called Mapped Citations.
By default, Virgo will copy citations mapped to a record series.
Select No if you do not wish to copy citations mapped to a record series.
When you’re ready to make your retention schedule leaner, Virgo can help consolidate record series. Virgo’s merge feature allows you to consolidate two or more record series and it takes care of all the details:
To begin a merge, click on a record series in the grid view. It doesn’t matter if the selected record series is the “winner” or the “loser” in the merge, but you will save a step if you pick the winner first. Now, click the Merge button.
Click on one of the record series in the grid view.
Click on the Merge button.
Select one or more additional record series to include in the merge, and then click on the Merge button.
Select one or more additional record series to include in the merge.
Click on the Merge button.
Review the options in the Merge Record Series window. The default options are probably what you want, but select what works best for the specific situation. Once you have verified your choices, click Merge to complete the process.
Pick the “winner.” The first record series you selected will be the default.
Review and select merge options.
The default comment explains what happened but you may want to add why it happened.
Click on the merge button to complete the process.
Tip: Once you merge, the “losers” will disappear from the standard views, but will not be deleted. To find them, navigate to the View menu and select the “Inactive Record Series” view. From there, you can change the status of the record series to bring it back into the schedule.
Virgo allows you to delete a record series, simply by clicking the delete button.
Select the record series you would like to delete.
Click on the delete button.
Instead of deleting a record series, Virgo’s inactive status allows you to remove a record series from your published schedule.
Select Inactive to inactivate record series.
You can access inactive record series in the Inactive Record Series view.
Click View.
To view inactive record series, click on the Inactive Record Series view.
To restore a record series, click on the record series you would like to restore.
Select the record series you would like to restore.
Once you select the record series you would like to restore, you can change the status of the record series to bring it back into the schedule.
Select the appropriate status to restore the record series.
Retention Schedule Software
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