Re-using record numbers

Occasionally in records management, records are created that are never used and these records are often deleted from the system using the NAP (Normal Administrative Practice) schedule.

Common practice in records management is to allow reusing a record number if it is less than a year old - that is, if it is created and subsequently deleted within the same year.

There are two methods of re-using record numbers:

• Resetting Start Numbering After in the Record Type.

  When a record is deleted, there are no references left in Content Manager for the record number.

  Reset the Record Type's Start Numbering After field to force Content Manager to attempt to start numbering after the number you set. Set it to 0 to force it to start from number 1.

  When you next create a record in that Record Type, Content Manager will display a message regarding finding the next available number.

  When this message appears, Content Manager is searching for the next available unused number in the Record Type. When it finds a gap, Content Manager will use that number.

• Modifying a record number:
  1. Create the record and accept the number generated by Content Manager
  2. Right-click the record and select Administrative Tools - Record Number.

     The Record Numbers dialogue box appears.

     • You must modify both the Record Number and the Expanded Number field.

       Otherwise, you may have a corrupted record number and cause confusion when searching and sorting records.

     • If you are using number compression for the Record Type, the expanded number will reflect the pattern in the deactivated number pattern field.

       If you are not using number compression, the two numbers should look the same.

       If the number has already been used, Content Manager will not accept the change.

     • Renumber Parts (If Possible) - automatically renumbers all parts in the part sequence of the selected record
  3. Click OK.