How To Run A Records Management Search

Records management is a huge component of Laserfiche, and if you are responsible for records retention, a few tips and tricks could go a long way to finding that important record or cutoff.

A Quick Recap

• A record series is created under the root folder or within another record series.
  • It contains rules that govern the records, such as cutoff and retention instructions.
• Once a record series is created, you can then create record folders within it.
  • Any folder created in or moved into a record series automatically becomes a record folder.
• Records are created or moved into record folders, and they inherit the properties of their parent record folder or series. 
• You can set retention schedules and cutoffs on records.
  • Retention schedules dictate how long records are kept and what happens to them after that period.
  • Cutoff instructions define when a record becomes eligible for cutoff, marking the start of its retention period.
• Various actions can be performed on record series, folders, and records, such as cutting off records, applying holds, and managing final dispositions (like destruction or accessioning). 
  
  

Searching and Records Management

There are multiple ways to search for records and view record information.  You can perform searches for record series, record folders, or records based on various criteria. This feature allows records managers to quickly locate records that need to be reviewed or processed, such as those eligible for cutoff or disposition.

• Records Management Quick Access View:
  • This view allows users to quickly find records that are eligible for cutoff, disposition, or vital records ready for review. Users can access this view by clicking on "Records Management" in the upper left corner of the interface.

• Search Filters:
  • Laserfiche offers detailed search filters that enable users to create specific searches based on record properties, lifecycle status, and other criteria. For example, users can search for records based on cutoff status, disposition type, or whether they are subject to holds.

Applying these search parameters allows you then dig much deeper, narrowing your search until you find exactly what you are looking for.

This article was written by Matthew Clooney.
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