RecordsFlow overview

RecordsFlow provides features to help you comply with industry regulations for archiving and permenancy of documents stored in GoFileRoom.
When documents are deleted in GoFileRoom, they go to the recycling bin, which is added to GoFileRoom as part of RecordsFlow. There's no additional fee for RecordsFlow.
The recycling bin is a temporary holding area for deleted documents. Documents in the recycling bin can be permanently deleted (purged) or restored by an administrator.
Authorized GoFileRoom users can:
  • Access the Manage RecordsFlow area of GoFileRoom.
  • View the contents of the recycling bin.
  • Develop automated guidelines (policies) for document retention.
  • Configure GoFileRoom to automatically purge documents.
  • Manually purge, archive, and restore deleted documents.
  • Query RecordsFlow reports, to ensure an accurate audit trail for policy management activities.
Members of the default Administrators group can access the RecordsFlow Recycling Bin and Policy Management screens, but you can assign individuals as retention managers so that only those people can archive and purge documents.
Two authorized users are required to create and execute policies.

Document policy management

RecordsFlow allows staff assigned as record managers to create document retention policies for the automatic purging or archiving of deleted documents in any drawer. Policies are created using the following elements.
  • Policy type (Purge, Keep, or Archive)
  • Document create or modify date
  • Drawer index values
When a new policy is created, overnight processing is required to identify all documents that will be affected by the new policy. After the affected documents are identified, the new policy must be previewed and approved by another records manager prior to being executed.
RecordsFlow email alerts are sent daily to the record manager, providing a summary of the documents covered by your firm's active policies.

Archived documents

When a document is archived in GoFileRoom, it becomes "read-only". Archived documents are still available for searching and viewing in GoFileRoom, but you can't edit an archived document or its indexes.
Only members of the GoFileRoom Administrators and Records Managers groups can archive documents.
Archived documents are indicated in search results with an A added to the document source program icon. Here's an example of an archived PDF: Archived document icon A

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