The user must be part of the form_user group to create formal records, formal cabinets, and formal folders.
To declare an item as a formal record:
Navigate to, and select the document to be declared as a formal record.
Click Records > Declare Formal Record.
The screen displayed for multiple documents is slightly different from that displayed for one document. It includes an optional field to make one record or individual records of the documents selected.
Optionally, you can change the default setting for Declare selected documents as from Individual records to One record if you have multiple documents selected.
Click Select for the mandatory File Plan, and select a valid file plan, cabinet or folder. The icon for a valid plan, cabinet, or folder is highlighted. Valid choices could also be buried in a container that is not valid. A valid folder for example could be buried in a cabinet that is not valid.
Click OK to accept the location for the selected file plan.
The locator screen closes while the Declare Formal Record screen is refreshed displaying the selected file plan, and some additional properties. Additional properties include:
Type, mandatory
Form Template, mandatory
Unlink source documents, optional
Hide options, optional
Select a value for the mandatory Type, and Form Template properties. The value selected for the Type indicates the type of formal record to create, DoD formal records according to Chapter 2 or Chapter 4 requirements or just regular formal records.
The value for the Form Template is automatically populated according to the value selected for the Type.
Optionally, you can select the checkbox to Unlink source documents only if you want to allow anyone with Unlink privileges to remove the source document from its original location in a folder after it has been declared a formal record.
Click Continue to fill out the form displayed according to the Form Template selected. Tables are provided, for your reference if needed, to help you complete the applicable form, refer to Enter values on the applicable form when declare formal record.
The top of the form displayed indicates 1 of a number, depending on the number of documents selected, if you are declaring multiple documents as Individual records.
Click Finish.