Updating Record Retention Code

Meridian Vault Administrator 

This investigation was prompted by the client beginning a large review in the VPUO Vault. Retention codes should be updated to reflect the University of Texas at Austin Record Retention Codes. The client must agree to the have the codes updated as this requires manual effort on their part. 

1. Identify the codes that need to be updated in the Support_IMB Access database 
2. Update the codes in the database 
3. Create a View in Configurator
4. On the General tab, name the View appropriately and select the "Privileges" button on the bottom and select all the roles that can view the View in the vault
5. On the Levels tab, select UTRRS then add Record Series as the second code,
6. On the Property Filters tab, add the UTRRS codes that must be "refreshed" 
7. On the Columns tab, select the columns that may best assist the user with reviewing and refreshing these records
8. Select "Apply" then "Ok"
9. Close Configurator and open PowerUser to check that the view appeared and has the correct content  

Department Records Contact 

1. Navigate to the View with the records that need to be refreshed
2. If the record's code is the only aspect that changed follow steps 3-5 then skip to step 14. If the code had other aspects such as Retention Type or Years, follow all the steps in order.
3. Right click the record listed under the view select "Edit Properties" 
4. 
5. The properties wizard will appear 
6. Reselect the Record Series by selecting the magnify glass icon
7. 
8. The Record Series list will appear 
9. 
10. Ensure the correct code is still selected/highlighted 
11. Then hit "OK"
12. You'll notice the updated aspects at the bottom of the properties wizard
13. 
14. Once complete hit "Finish" and the record should be completely updated
15.