Introduction
Creating well-structured departments is crucial for effective record management. RecordsKeeper.AI's department creation feature allows you to set up customized departments with specific retention periods and legal hold capabilities. This guide will walk you through the process step by step.
Step 1: Access Department Creation
Navigate to "Records Classifications"
Click "Add New Department" button
The department creation form will open
Step 2: Enter Department Details
In the "Department name" field:
Enter a clear, descriptive name
Use consistent naming conventions
Make it easily identifiable
Ensure the name reflects the department's function
Step 3: Set Retention Period
Select "Department-Specific Retention Period"
Choose the time unit (Month/Year)
Enter the retention duration
This determines how long documents are kept before automatic archival
Step 4: Configure Legal Hold Settings
Locate the "Legal Hold" toggle switch
If enabled:
Set "Legal Hold Expiry Period"
Choose time unit (Month/Year)
Enter expiry duration
This prevents document modification or deletion during legal proceedings
Step 5: Review and Create
Double-check all entered information
Review retention and legal hold settings
Click "Create Department" to finalize
Or select "Cancel" to discard changes
Important Notes
Categories can be added after department creation
Legal hold settings can be modified later
Retention periods affect all documents in the department
Department names should be unique
Best Practices
Use clear, descriptive department names
Set appropriate retention periods
Consider legal requirements when configuring holds
Document your department structure
Review settings periodically
Conclusion
Creating well-organized departments is essential for efficient record management. By following these steps and best practices, you can establish a structured system that meets your organization's needs while ensuring compliance and proper document retention.
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