Retention Schedule Review

Your invitation to review the retention schedule should include login credentials, as well as a link to login to Virgo. Click on the link provided in your invitation to get started. You will be presented with a login prompt. You can also open the standard login page.

1. Enter your email address in User Name.
2. Enter your Password.
3. Click the Login button.

If you are having trouble with your password, use the Forgot my password button to initiate a reset and follow the on-screen prompts. For more information on how to reset your password click Forgot my password.

The screen you see when you log into Virgo 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.

Record Series Tab

Your Retention Schedule lives on the Record Series tab and consists of many Record Series. The Record Series tab provides an overview of all the record series in your retention schedule.

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

TIP: The Record Series tab may be pre-filtered to display the record series most relevant to you. You can view or change the filtered columns by clicking the blue filter button.

Select a record series to view the details. You may double-click on a record series to view the details or select a record series and click the View Detail button.

Record Series Detail

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.

Record Series Detail Features

The table below describes the Record Series Detail features.

Feature	Description
Metadata	Each record series is identified by a Code, and described by a Name, and Description. The name and description should clearly convey what types of records are included and may cross-reference other record series. Specific records do not need to be called out by name here: the Content Types list below includes those details.
Retention	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), best practices, or a specific business requirement.
Content Types	The Content Types section lists 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	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. You may want to collapse the list to see what's below instead of scrolling. Click on the Mapped Citations heading (or any similar heading) to collapse or expand the list.
Private Comments	Private Comments show all existing comments on the record series and provides a place for you to add your comments.
Audit Trail	The Audit Trail displays what has changed for this record series, who changed it, and when.

Citation Detail

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.

Citation Detail Features

The table below describes the Citation Detail features.

Feature	Description
Format	Citations are identified in Bluebook format for consistency. The name of the law is included along with the text specifying which records are regulated.
Retention	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	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.
Private Comments	The Private Comments section can be used to document business decisions and clarify additional details.
Audit Trail	The Audit Trail displays what has changed for this citation, who changed it, and when.

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 section. Once you have added your comment, you may edit or delete your own comment.

TIP: You can collapse each section by clicking on its heading. If the list of Mapped Citations is long, click on the Mapped Citations heading to collapse the list instead of scrolling down the page.

Only people who have been given permission to view Private Comments can view them. At minimum, your records management team and your fellow reviewers can see private comments. Private Comments are not included in any standard reports, and they are not available on the Virgo Employee Portal.

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.