Master File: CLASSIFICATION

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This section allows you to create record codes for individual departments as well as those that apply globally to all departments. You can create and edit records if your login allows this access. These record codes, however, may not be deleted.

You may also link hold codes to record codes in order to override a record code's natural retention schedule. Hold codes may be applied to a single record code within a department or to the entire department.

To create a Record Code:

1. Upon selecting Classification, the browse will display a list of departments which may have record codes. A Select Global Record Codes hyperlink will also be available. Select the department to which the record code will be associated or select Select Global Record Codes to associate the new code with all departments. Global Record Codes apply to both existing departments and any departments that may be created in the future.
2. Click New Record Code.
3. Enter the required information. Required fields are marked with an asterisk. Destruction Type, Retention Schedule, and Auto Calc all have drop-down lists. Select the status you want for each of these items.
   
   • The Retention Schedule you select defines the time for the selected Office and IMRM Retention numbers above, e.g., if Office Retention = 1 and you select a monthly retention schedule, the system is instructed that your office will retain this record for one month.
4. Click Add to save.
   • To return to the Classification screen without creating a record code, click Go Back.

To find a Record Code:

1. Upon selecting Classification, the browse will display a list of departments which may have record codes. A Select Global Record Codes hyperlink will also be available. Select the desired department or select the global option.
2. The next browse will display a list of the first 10 record codes. To find a specific record code, enter the first few characters of the code into the supplied field and click Search. The screen will refresh and show all record codes that match the data entered.

   Note: Record codes that begin with a letter can be found easily by entering the first few characters. Those that begin with numbers, however, must be specified in their entirety to be found.

3. Select the desired record code by clicking its hyperlinked code. The screen will refresh and display details of the selected code.

To edit a Record Code:

1. Use the process described in To find a Record Code to select the desired record code. Select the record code by clicking on its hyperlink.
2. Click the Edit button. The screen will refresh and display the data that can be changed as editable fields. See To Create a Record Code for details on the drop-down list items.
3. Make the desired changes and click Save.
   • To cancel, click Go Back.

To link a Hold Code:

1. Follow the steps outlined in To find a Record Code to select the desired record code. Please be aware that clicking the Edit Department Holds button will not link a hold code to any user-defined Record Code.
2. Once a record code has been selected, from the Record Code detail screen, click the Edit Record Holds button. The screen will refresh and display a list of hold codes that were defined in the Hold Code process.
3. Select Not Linked from the View Record Holds drop-down list. All Linked Not Linked
4. To find a specific hold code, use the Search Record Holds By drop-down. Code Description
5. Enter the appropriate data and click Search. If the hold code does not appear, the record may already be linked. To verify this, change the View Record Holds drop-down to Linked and search again. If the code is still not found, use the Hold Code process to create it.
6. When the hold code appears on the screen, click the Add hyperlink in the Link column.

To remove a Hold Code:

1. Follow the steps outlined in To find a Record Code to select the desired record code. Please be aware that clicking the Edit Department Holds button will not remove a hold code linked to any user-defined Record Code.
2. Once a record code has been selected, from the Record Code detail screen, click the Edit Record Holds button. The screen will refresh and display a list of hold codes that were defined in the Hold Code process.
3. Select Linked from the View Record Holds drop-down list. All Linked Not Linked
4. To find a specific hold code, use the Search Record Holds By drop-down. Code Description
5. Enter the appropriate data and click Search. If the hold code does not appear, it is not linked.
6. When the hold code appears on the screen, click the Remove hyperlink in the Link column.

To place or remove a Department Hold:

1. If a department is on hold, the following message will appear above the department name on the Record Code list screen.

   ** Dept Hold: ENTIRE DEPARTMENT ON HOLD**

2. After selecting a department from the list of accessible departments, click the Edit Department Holds button to change a department hold status. The screen will refresh and display a list of hold codes, defined in the Hold Code process, that are currently linked to the department. You may remove any hold codes by clicking the Remove hyperlink in the Link column.
3. To add a department hold, select Not Linked from the View Record Holds drop-down list. All Linked Not Linked
4. To find a specific hold code, use the Search Record Holds By drop-down. Code Description
5. Enter the appropriate data and click Search. If the hold code does not appear, it is not linked.
6. When the hold code appears on the screen, click the Add hyperlink in the Link column.