RecordsFlow overview

Alerts and notices

To help your firm comply with industry regulations for archiving and permanency, the RecordsFlow module provides features to help you manage archiving and purging tasks for documents stored in GoFileRoom.

When documents are deleted in GoFileRoom, they go to the recycling bin, which is added to GoFileRoom as part of the RecordsFlow module.

The recycling bin is a temporary holding area for deleted documents. Documents in the recycling bin can be permanently deleted (purged) or restored by an administrator.

Authorized GoFileRoom users can:

  • access the Manage RecordsFlow area of GoFileRoom,
  • view the contents of the recycling bin,
  • develop automated guidelines or "policies" for document retention,
  • configure GoFileRoom to automatically purge

    Purging is the process of permanently deleting documents from the recycling bin. When a document is purged, its index information and history are deleted from GoFileRoom. Purged documents cannot be retrieved.

    documents,
  • manually purge, archive

    When a document is archived, it can be viewed but not edited. Archived documents are not stored off-site or on fixed media such as CD or DVD. Instead, archived documents are available in GoFileRoom as read-only documents.

    , and restore deleted documents,
  • and query RecordsFlow reports, to ensure an accurate audit trail for policy management activities.

Notes

  • RecordsFlow does not require additional fees. This featured is provided as an Add-In for existing GoFileRoom implementations.
  • Only authorized users can access RecordsFlow. Members of the default Administrators group can access the RecordsFlow Recycling Bin and Policy Management screens. You can also assign individuals as retention managers, so that only certain individuals can archive and purge documents
  • Creation and execution of all policies require two authorized users.

When documents are purged, they are permanently deleted. GoFileRoom Support cannot retrieve purged documents.

Document policy management

RecordsFlow allows staff assigned as record managers to create document retention policies for the automatic purging or archiving of deleted documents in any drawer. Policies are created using the following elements.

  • Policy types (Purge, Keep, and Archive)
  • Document create or modify date
  • Drawer index values

When a new policy is created, overnight processing is required to identify all documents that will be affected by the policy. After the affected documents are identified, the new policy must be previewed and approved by a records manager prior to being executed.

RecordsFlow email alerts are sent daily to the record manager, providing a summary of the documents covered by your firm's active policies.

Archived documents

When a document is archived in GoFileRoom, it becomes "read only." Archived documents are still available for searching and viewing in GoFileRoom. However, you cannot edit an archived document or its indexes.

Notes

  • Only members of the GoFileRoom Administrators and Records Managers groups can archive documents.
  • Archived documents are indicated in search results with an additional "A" in the icon of the document source program. Archived PDF

RecordsFlow reports

RecordsFlow reports include the Recycling Bin Audit Log, the RecordsFlow Policy Audit Log, and the RecordsFlow Processing History.

The Recycling Bin Audit Log reports all restoration and purging actions performed on the recycling bin contents. This report contains the following information.

  • Type of action (restore or purge)
  • Date and time the action was performed
  • The record manager who initiated the action
  • First approver
  • Second approver
  • Document index information

The RecordsFlow Policy Audit Log tracks all actions made in the Policy Management tab. This report provides the following information.

  • Policy name
  • Policy type (Purge, Keep, or Archive)
  • Action performed on policy (Create, Modify, or Delete)
  • User who initiated the policy action
  • Date and time of policy action
  • Summary of policy rules

The RecordsFlow Processing History includes your firm's previously processed policies. This report provides the following information.

  • Policy action (Purge, Keep, or Archive)
  • First approver
  • Second approver
  • Date and time of policy action
  • Summary of policy rules
  • Number of affected documents

Records managers can access these reports to view the following audited actions.

  • Restoration of documents from the Recycling Bin
  • Purged of documents
  • Creation, modification, and deletion of document policies
  • Approval of policies
  • Archiving actions, including archiving and removal of the archived status from documents

Note: Permissions for each RecordsFlow report must be granted to a user or group before the reports become available.

Related topics

Was this article helpful?

Thank you for the feedback!