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Locking down record types

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Joanna Thompson
Regular Collector

Locking down record types

Hello,

 

We are coming across a problem with how some users are dealing with record type templates within TRIM. We have an group of staff who need very strict security defaults attached to the folders they create. So, rather than ask them to go through the rather complex process of creating the records and then applying the stricter security, we decided to create templates and then have the staff create a copy of the template they wish to use (which has the correct security applied), and then modify that copy so that the title, retrieval code etc. conforms to internal policy. However, after a lot of training and guidance, they are having trouble doing the copying part of the equation. The templates are overwritten and multiple copies of the same template are made on a regular basis. We were brainstorming about how to get past this problem and someone asked whether there was a possibility of making a record type essentially "read only" so that it can be copied, but not overwritten.  I do not believe this can be done, but thought I would throw it out there in case it is possible. 

 

Thanks,

Joanna Thompson

Records Management Specialist

Joanna Thompson
Senior Records Management Application Analyst
Government Records Service, Corporate Information and Records Management Operations
Ministry of Finance, Government of British Columbia
7 REPLIES
EWillsey
Honored Contributor

Re: Locking down record types

I'm not sure if the term "Record type" is exactly what you mean?  Are you trying to copy an existing folder structure?  If so those are records themselves and not record types.  

Joanna Thompson
Regular Collector

Re: Locking down record types

Yes, sorry, they are records, not record types.

Joanna Thompson
Senior Records Management Application Analyst
Government Records Service, Corporate Information and Records Management Operations
Ministry of Finance, Government of British Columbia
EWillsey
Honored Contributor

Re: Locking down record types

When you create a copy of a record it will keep the original title and security settings, then link the original and the copy as related items.  It's not really designed (at least originally) to manage templates.

 

You might be better off finalizing the original as a Word/Excel "Template".  Once a user opens it they'll have to use the Save As feature which then ensures that you don't have multiple copies of the original template.  Though you might not end up with the same title in the final record.

 

Other than that a lot of organizations use third-party products to help out with this template issue.  Those products make it so that when a user wants to initiate a new process a folder structure and copy of required templates is created for them (with all required security, naming conventions, and electronic records).

 

Cheers,

Erik

TRIMGuru
Honored Contributor

Re: Locking down record types

The way that I read this, if you were to use classifications on the folders, and IF the classifications had already been setup with default access controls, then the users wouldn't need to do anything to assign proper security controls as the classification would auotmatically assign it.  Thus, only those in that "group" would be able to access the record.

 

Joanna Thompson
Regular Collector

Re: Locking down record types

Thank you, this might be the way to go here. My only concern is that the whole Supercopy thing might be too much for them - if they can't do a simple New>Copy Record action, then.... It's unfortunate that the simplest way we found to get them to copy creates so much trouble...

Joanna Thompson
Senior Records Management Application Analyst
Government Records Service, Corporate Information and Records Management Operations
Ministry of Finance, Government of British Columbia
TRIMGuru
Honored Contributor

Re: Locking down record types

So you don't want to use classifications to automatically assign access control/security to the newly created record?  We use that method all the time and the user has to do NOTHING other than to select the correct classification.

 

Joanna Thompson
Regular Collector

Re: Locking down record types

We have a dual-classification system. One is for administrative records, which we define as records that you will see in every ministry, regardless of the business of the ministry itself, and then we have specific classifications used for "operational" records, which only apply to the organization they're written for. So, for administrative records, we don't, for example, want Ministry of Health to see Ministry of Transportation records, just because they use the same classification on those records. That's why we apply the access and security to the record types we create.

Joanna Thompson
Senior Records Management Application Analyst
Government Records Service, Corporate Information and Records Management Operations
Ministry of Finance, Government of British Columbia
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