Managing Departments & Categories
Step 1
To manage the departments and categories within your system go into the "Settings" menu and click on the "Department / Category" option
Step 2
In this tab you can view all the departments within your archives and their destruction periods.
Creating a New Document Category
Step 1
Click on the department which you would like to add the new document type to. This will bring up the documents contained within the department in the section on the right.
Then click the green plus in the category section.
This will bring up the "New Document Type" window. Here you will enter all relevant details including the document types and destruction period.
Freeze: When we choose to freeze documents we are stopping this specific document type to show up when we run destruction even when it is ready to be destroy. For example, you might want to keep newsletters as a historical document so you want to avoid showing up in any destruction list.
Editing categories
To edit a category, click on the pencil next to it.
This will bring up the "Edit Document Type" window where we can re-name the category, add a reference and/or description, change the destruction period and choose if we want to freeze the category or not.
When we change the destruction period it's important we select the "Save & Sync Dates" option to change make the change effective in all the existing documents attach to the department we are editing. If only the "Save" options is chosen, this will only apply the changes to any NEW document created within the category from that moment on.
Deleting categories
To delete a category, click on the red X next to it.
This will bring a window asking you to confirm the deletion.
Note: A red X will only appear if there are no documents associated with that category. You cannot delete a department or category that has any records associated with it.