Your invitation to review the retention schedule should include a link and you should have received login credentials. Click on the link provided in your invitation to get started. If your invitation does not have a link, click here for the standard login page. You will be presented with a login prompt. Enter your username and password and then click the Login button.
If you are having trouble with your password, use the “Forgot my password” link to initiate a reset and follow the on-screen prompts. For more information on how to reset your password click Forgot my password.
User name must be a valid email address.
Enter your current password or use the “Forgot my password” link for help.
Click to log in.
If you cannot remember your password, use the “Forgot my password” link to reset the password. On screen prompts will guide you through the process. You must have access to the email address associated with the user account.
The screen you see when you login will vary depending on the link provided in your invitation. In most cases, you are going to see a list of Record Series. Here is a quick overview of the most common views in Virgo. Hover over the hot spots in each screen view for details.
Your Retention Schedule is made up of many Record Series. The Record Series tab provides an overview of all the record series in your retention schedule. Note that the link provided in your invitation may be pre-filtered to the record series most relevant to you. From here, you will need to select a record series to view the details. You may double-click on a record series to view the detail or select a record series and click the View Details button.
Your Retention Schedule lives on the Record Series tab.
Your Retention Schedule may already be filtered. You can see which columns are filtered by looking for the blue circle around the funnel icon. You can add or remove column filters by clicking on the funnel icon.
Each row represents a Record Series in your schedule. To look at a record series in detail, double-click on the row or click the row and then the View Details button at the bottom of the screen.
Record Series detail includes identification and descriptive information about what records the record series includes. It also specifies the retention period. Legal citations used to arrive at the retention period are listed under Mapped Citations. You may also see existing comments and the change history for the record series.
Each record series is identified by a code and described by a name and a longer description. The name and description should clearly convey what types of records are included and may cross-reference other record series. Specific records don’t need to be called out by name here – the Content Types list below includes those details.
The baseline retention period and trigger event set for this record series are displayed here, along with any exceptions to the baseline retention period. The retention period may be based on a legal requirement (see Mapped Citations to the right), best practices, or a specific business requirement.
Content Types list the types of records governed by this record series. Review this list to determine if any relevant examples are missing or if any included content types should be moved elsewhere.
Mapped Citations lists the legal citations relevant to this record series. This includes specific retention requirements as well as statutes of limitation. Citations marked as “Defining” are a significant driver of the retention period defined for the record series.
Hover over a citation or click on it for more details.
This list can be very long. You may want to collapse the list to see the Private Comments and Audit Trail sections below instead of scrolling. Simply click on the Mapped Citations heading (or any similar heading) to collapse or expand the list.
Private Comments show all existing comments on the record series and provides a place for you to add your comments.
The Audit Trail documents what has changed for this record series, who changed it, and when.
Move between record series using the arrow buttons here or return to the list of record series using the up-arrow button on the far left.
Citation detail includes the legal citation and a description of the records being governed along with the retention requirement. Record series mapped to the citation are listed under Mapped Record series.
Citations are identified in Blue Book format for consistency. The name of the law is included along with the text specifying which records are regulated.
Retention requirements are identified as well as requirements related to privacy, format, storage, and more. In some cases, a law will specify that you should keep a record but does not specify any details. In this case, the requirement fields will be empty.
Mapped Record Series lists all record series mapped to this citation along with an indication of whether the citation is defining for that record series.
Comments are available on each Record Series Detail view under the heading Private Comments. Comments are listed with the most recent comment on top. To add your comment to a record series, simply navigate to the record series and locate the Private Comments area. Once you have added your comment, you may edit or delete your own comment.
Hint: You can collapse the Private Comments section by clicking on its heading. If the list of Mapped Citation above it is long, click on the Mapped Citations heading to collapse the list instead of scrolling down the page.
In short, only people who have been given permission to see them. At minimum, your records management team can see them and your fellow reviewers can see them. Private Comments are not included in any standard reports and they are not available in the employee portal.
Enter your comments at the top of the comment list.
Existing comments are displayed from newest to oldest.
Check with the invitation sent by your records management team for details but, in most cases, once you have made your comments, your work is done. The records management team will review your comments and get back to you with any follow-up questions.
Please remember to sign out of Virgo and close your web browser to securely end your session.
Retention Schedule Software
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