Manually classifying non electronic items during import

Introduction

In order to manually classify records or files during the import process the mapped non electronic content type must be associated with a managed metadata field that has the same source at the RecordPoint classification field.

Manual classification during the import process means items will be assigned a retention schedule (outcome) as defined by the classification.

Step 1: Create a new content type and add to physical type list

To create a new content type follow article Non Electronic Custom Content Types.

Step 2: Edit content type (either newly created or existing) to include field for classification

From RecordPoint:

1. Go to Site Actions then Site Settings
2. Under Galleries, select Site Content Types
3. Select the Non Electronic Record or File you wish to edit
4. In the columns section, click Create Column
5. On the Create Column page, in the Name and Type section, enter the name of the column (e.g. Classification)
6. In the Type of information in this column is section, choose Managed Metadata
7. In the Term Set Settings
8. Select Use a managed term set to perform a search for the Term Set defined for RecordPoint
9. Expand the Term Group and select the anchor point for the Term Set
10. Click OK to complete
11. A new classification column is now created.

Step 3: Create import template and Import Records and Files

The import file will then need to have the classification data mapped to the newly created column from Step 2 above. For further information on creating this relationship see the following article Non Electronic Record File Box Import