Manually classifying non electronic items during import

Article Contents

Introduction

This only applies to Records and Files.

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.

To create or configure site columns you must be a Site Collection Administrator. You must have the Manage Lists permission level to create columns for lists or libraries.

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

This step is optional as an existing content type can be edited to include the classification field.

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:

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