You can enable or disable record series configuration features by clicking on the gear icon in the lower, right corner of the Record Series grid.
Click on the gear icon to view record series configuration options.
Each configuration option is described in more detail below, but example configuration items include: enable or disable record series hierarchy, require a numeric value and units for the retention field, enable field for max retention, configure indefinite text field, enable jurisdiction field, and enable entities field.
Virgo has supported a hierarchy for record series since its first release, but the hierarchy has been improved in many ways:
You can select or change the parent record series from the record series detail screen.
The configuration option “Text Retention” is controlled in the record series configuration screen. All existing Virgo instances have “Text Retention” disabled, so you can add the retention duration and the retention units within the record series detail screen.
Privacy laws have made the concept of a maximum retention more common. You can optionally enable fields to declare a maximum retention period in addition to the standard (minimum) retention period.
The configuration option is called “Max Retention” and it is available in the record series settings. This option is disabled by default.
Virgo has traditionally supported a free-text field to record the retention period. User input would then be parsed behind the scenes to determine the retention duration (number) and unit of measure. Now, you have the option to use either a single, free-text field or separate duration and units fields in the user interface. When using separate fields, there is also a field to indicate indefinite/permanent retention. The text used to indicate indefinite/permanent is configurable.
The configuration options “Text Retention” and “Indefinite text” are controlled in the record series configuration screen. All existing Virgo instances have “Text Retention” enabled. New Virgo instances will have Text Retention disabled by default. The default label for “Indefinite text” is the word “Indefinite”, but this could be changed to “Permanent” or any other value of your choosing.
Optionally assign a jurisdiction to a record series for searching, filtering and reporting.
The “Enable Jurisdiction” setting is available in record series settings and is disabled by default.
Enable jurisdiction by selecting “Yes.”
Click “save” to apply your changes.
Select Record Series tab.
Select jurisdiction.
Click Save to apply your changes.
You can also find the jurisdiction field in the repositories detail screen.
Select Repositories tab.
Select jurisdiction.
Click Save to apply changes.
Many of our customers struggle with multiple legal entities, subsidiaries, and other complex business structures. Virgo has always supported classifying record series by function and multiple departments, but now you can classify by multiple legal entities as well. As with departments and functions, you can add new entities on the fly or add then in advance using the Legal Entities tab on the Setup screen.
The “Enable Entities” configuration option is available in the record series settings and is disabled by default.
Click New to add an entity.
Retention Schedule Software
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