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Finalising a record means that the record or it's container is final and is in a read only or closed state. The new improvements in this version of RecordPoint allows for two Finalise settings.  

Finalise Settings for the Active Site

By default, the Finalise setting for the Active Site is set to Finalise Archive 

To update this setting

  1. From the Active Site, navigate to Site Settings
  2. Under RecordPoint
  3. Select General Settings
  4. Under Set the type of processing carried out by Finalise
  5. Select Finalise and Archive or Finalise

Only one type of finalise can be applied to a site at a time

In Summary, providing two settings: finalise and finalise archive allows;

  • Users the ability to search for and re-open locked content for re-use;
  • Users the ability to archive content to RP when content is no longer in use for a period of time (this period/time is configurable).  These locked and archived items are submitted to RP and processed by retention set; and 
  • Inactive as a state is separate from finalise and is only used as the system as part of the disposal process. 

There are two types of finalise settings in the active site. They are:

Active Site Setting When Record is FinalisedWhen File is Finalised
Finalise Archive

Performs a full submission where a stub (record metadata) is maintained in the Active Site and binary archived to RP. 

  • Record is in a read only state.
  • Record state: Finalised
  • Record status: Inactive
  • Finalise Type: Finalise Archive

The binary of the file and records contained are archived to RP and a stub is maintained in the Active Site. 

Records can no longer be added to this file unless restored (existing records will remain in a Finalised state). 

 

Finalise

Submits a stub to RP and binary remains in the Active Site. 

Records can be searched for in the Active Site

  • Record is in a read only state.
  • Record state:Stub
  • Record status: Inactive
  • Finalise Type: Finalised

 

Submits a stub to RP and binary of file and records remain in the active site.

Records can no longer be added to this file unless restored (existing records will remain in a Finalised state). 

 

Finalise and Finalising Archive of records and files

There are a number of ways to apply a finalise type to both records and files. Below describes the various processes and steps required to perform this action.

Finalise and Finalising Archive workflows

There are two additional types of workflows that can be created for RecordPoint submissions. They are for Finalise and Finalise Archive. There are a couple of important things to note with these workflows:

  • Regardless of the configuration in the general settings you can create and run a workflow for both of these types; and
  • These workflows cannot be configured to run automatically

Finalising and Finalising Archive of Records

There are three methods of Finalising/Finalising Archive of records from the active site. They are:

  1. Create a workflow for either the Finalise or Finalise Archive and run the workflow manually on the records; and
  2. On the record--> select the drop down--> select finalise
    Note: the type of finalise that will be applied will depend on the configuration in the general settings
  3. Create a RecordPoint policy with action for either the Finalise or Finalise Archive
    For more information on how to create and apply RecordPoint policies refer to RecordPoint Policies

Finalising and Finalising Archive of Files

There are two methods of Finalising/Finalising Archive of files from the active site. They are:

  1. From within the file you want to Finalise/Finalise Archive--> select the RecordPoint tab--> select Finalise file.
  2. This will Finalising/Finalising Archive the file and all records contained within that file.
    Note: the type of finalise that will be applied will depend on the configuration in the general settings
  3. Create an Information Management Policy with a retention policy. The Retention policy feature lets you define retention stages, with an action that happens at the end of each stage i.e. start a workflow (Finalise or Finalise Archive).
    For more information on how to create and apply information management policies refer to Microsoft TechNet article.

Finalising Minor Versions

By default, the 'Warning' option is set for the behaviour for the RecordPoint Finalise of minor versions.
When submitting minor versons there are three options that can occur. They are:
  • Publish drafts - When a draft exists the draft will be published to a major version.
  • Revert drafts - When a draft exists the draft will be discarded and the last major version submitted.
  • Warning - A warning notifying the user will appear and the finalisation will fail.

Configuring Finalise for Minor Versions

  1. In the Active Site
  2. Go to Site Settings→ General Settings
  3. For 'Set the RecordPoint Finalise behaviour for minor versions', select either:
    1. Publish drafts
    2. Revert drafts
    3. Warning
  4. Select Update

Restoring records and files that have been finalise and finalise archived

Restoring records and files refers to removing the items from its locked status. There are different behaviours for two types of finalise. They are:

Active Site Setting When Record is RestoredWhen File is Restored
Finalise Archive

When Restore is applied to a record;

Record State: Normal

Record Status: Active

Finalise Type: None

This will unlock the file so that edits can be made. 

(Additional records can now be added to this file) 

Records will still be in a finalise archived state (read only), unless restored at record level. 

 

Finalise

 

When Restore is applied to a record;

Record State: Normal

Record Status: Active

Finalise Type: None

 

This will unlock the file so that edits can be made.

(Additional records can now be added to this file) 

Records will still be in a finalise state (read only), unless restored at record level.  

 

  • Restoring a Finalise item – this will unlock the file so that edits can be made. This will set the Record State to Stub, Record Status to Active and the Finalise Type to Not Applicable.
  • Restoring a Finalise Archive item – This will unlock the file so that edits can be made. This will set the Record State to Normal, Record Status to Active and the Finalise Type to Not Applicable.

Restoring Records

There is only one method for restoring a Finalised single record. That is:

  1. On the record select the drop down--> select restore
  2. If the record is Archived or Finalise Archive then you can also restore the file by clicking on the record menu and selecting restore.

Restoring Files

There is only one method for restoring a file. That is:

This will restore the file but all records contained in the file will not be restored

View finalise type states on the item (file or record)

Finalise type refers to what finalise has been applied to the item i.e. Finalise or Finalise Archive.

View finalise type for Records

There is only one method for viewing the Finalise type for a record. That is:

  1. On the record
  2. Select the drop down
  3. Select Record summary
  4. Finalise type

View Finalise type for Files

There is only one method for viewing the Finalise type for a file. That is:

  1. From within the file you want to restore
  2. Select the RecordPoint tab
  3. Select manage file

  4. Finalise type

Holds and finalise in the Active site

A record on hold cannot be finalised in the active site.

 

 

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