Record Type Defaults page

The Record Type Properties - Defaults page enables you to set defaults for the Record Type including the inherited Access Controls for new records.

  • Record Class - every record in your system can be categorised using classes.

    Select the class that best reflects your Record Type:

    • Vital
    • Corporate - set by default
    • Workgroup
    • Personal
    • Reference
    • Temporary
  • Owner - optional. Represents the Person, Position, Group or Organisation/Unit that is responsible for a record.

    You can use KwikSelect to select the default Owner Location for records created using this Record Type.

    If you leave this field blank, Content Manager will use the default Location set in Administration - System Options - Locations page.

    If the Location you want is not in the list, create it using File - New - Locations tab.

    See Locations and users.

    NOTE:

    • Content Manager will not allow a Location to be the default Owner Location for a Record Type if it has a lower security level than the Record Type
    • If the Owner Location is not specified in the Record Type, the system options (Locations) will determine default Locations
    • If the Owner Location is set in the Record Type, then Content Manager will use it for the Assignee Location and ignore system options for record Assignee

  • Home - optional. Represents where a record is usually stored.

    You can use KwikSelect to select the default Location for records created using this Record Type.

    If you leave this field blank, Content Manager will use the default Location set in Administration - System Options - Locations page.

    If the Location you want is not in the list, create it using File - New - Locations tab.

    NOTE: Content Manager will not allow a Location to be the default Home Location for a Record Type if it has a lower security level than the Record Type.

  • Assignee - optional - the default Assignee Location for records created with the selected Record Type.

    If you leave this field blank, Content Manager will use the default Location set in Administration - System - Locations.

    If the Location you want is not in the list, create it using File - New - Locations tab.

  • Track during Census - select to track records created using this Record Type during a census.

    It is common to have files included in a census, but not for example correspondence to ensure your census will not be cluttered with unnecessary information.

  • Home can be a Space - select to allows the Home Location to be part of the Space management system.

    See Space management.

    NOTE: If you do not select this option, then records in containers cannot be moved to a Space management system level.

  • Allow retention rules to be applied - when selected, enables users to use retention related tasks on records with this Record Type, like applying a Retention Schedule, or setting a disposition date manually

    NOTE: You need to select this option to be able to put the field Retention Schedule on the New Record form, so that users can select a Retention Schedule when checking in a new record.

  • Retention Schedule - optional - the default Retention Schedule that Content Manager will use for new records
  • Disposition - select the appropriate disposition for records of this Record Type:
    • Active - default
    • Inactive
    • Archived (Keep Forever)
    • Archived (Custody Transferred)
  • Prevent Disposition Change If No Schedule - prevents a record's disposition from being changed if it does not have a Retention Schedule
  • Default Media Type - the default media type that Content Manager uses for new records with this Record Type. Select from:
    • Unknown - default
    • Paper
    • Electronic Document
    • Optical Disk (CD/DVD/etc)
    • Engineering Drawings/CAD
    • Magnetic Storage
    • Memory Storage
    • Microfilm/Microfiche
    • Photographs/Slides
    • Video Tape
  • Default Jurisdiction - jurisdiction or group that Content Manager should apply to all new records with this Record Type.

    See Working with jurisdictions

  • Default Record Access - displays the Default Record Access dialogue box that enables you to set the default security levels, caveats and Access Controls for records created with the Record Type.

    This does not include the access to the Record Type for creation of records.

    See Applying security and Access Control defaults, and Applying Access Controls to functions functions for details about setting controls for who can create records within the Record Type.

  • Record Exclusions - displays the Record Exclusions dialogue box that enables you to set default Exclusions for records created with the Record Type. See Exclusions for more details.