Introduction
Categories in RecordsKeeper.AI help organize documents within departments for more granular classification. This guide will walk you through creating new categories with specific retention periods and legal hold settings to ensure proper document management and compliance.
Step 1: Access Category Creation
Navigate to the desired department
Click "Add New Category" button
The category creation form will open
Note the department path at the top for confirmation
Step 2: Set Category Details
Enter Category Name:
Use clear, descriptive names
Keep naming consistent
Make it relevant to document types
Ensure uniqueness within the department
Step 3: Configure Retention Period
Select "Category-Specific Retention Period"
Choose time unit from dropdown (Month)
Enter the retention duration
This determines document storage duration
Step 4: Set Legal Hold Options
Find the "Legal Hold" toggle
If enabling Legal Hold:
Configure "Legal Hold Expiry Period"
Select time unit (Month)
Enter the expiry duration
This prevents document modification/deletion
Step 5: Review and Create
Verify all entered information
Check retention period settings
Confirm legal hold configuration
Click "Create Category" to save
Or "Cancel" to discard changes
Important Notes
Projects, cases, or entities can be added after category creation
Categories inherit department settings by default
Custom retention periods override department settings
Legal holds protect documents from alterations
Best Practices
Create meaningful category names
Align retention periods with compliance requirements
Document category purposes
Consider future scalability
Maintain consistent naming conventions
Conclusion
Creating well-structured categories is crucial for effective document organization. Following these steps ensures your categories are properly configured while maintaining compliance and security requirements.
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