Merge 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:

  • Combine descriptions for later edit
  • Unique merge of mapped citations
  • Unique merge of department tags
  • Unique merge of content types
  • Quickly comment on the merge to record what happened and why

You will learn how to merge record series.

Length: 1 minute.

  1. 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.
  2. Click the Merge button.

To view an example of how to perform a merge, hover your mouse over the image.

  1. Select one or more additional record series to include in the merge.
  2. Click the Merge button.

To view an example of the Merge Record Series page, hover your mouse over the image.

  1. 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.
  • In Surviving record series select the "winner." The first record series you selected will be the default.
  • In Options review and select the merge options.
  • In Comments added to each record series the default comment explains what happened, but you may want to add why it happened.
  1. Once you have verified your choices, click Merge to complete the process.

To view an example of the Merge Record Series window, hover your mouse over the image.

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.