Introduction
Cases in RecordsKeeper.AI provide an additional layer of organization within categories, perfect for managing specific matters, projects, or client files. This guide will walk you through the process of creating and configuring cases with appropriate retention periods and legal hold settings.
Step 1: Navigate to Case Creation
Go to your desired department and category
Click "Add New Case" button
Verify the navigation path shown at top:
Department > Category > Case
Step 2: Configure Case Details
Enter Case Name:
Use descriptive, clear naming
Include relevant identifiers
Follow organizational conventions
Make the name specific and searchable
Step 3: Set Retention Period
Locate "Case Retention Period"
Select time unit (Month)
Enter retention duration
This determines how long case documents are kept
Step 4: Configure Legal Hold
Find the "Legal Hold" toggle switch
If enabling Legal Hold:
Set "Legal Hold Expiry Period"
Choose time unit (Month)
Enter expiry duration
This prevents document alterations during legal proceedings
Step 5: Finalize Creation
Review all entered information
Verify retention settings
Confirm legal hold configuration
Click "Create Case" to save
Or "Cancel" to discard
Best Practices
Use consistent case naming conventions
Include relevant case numbers or identifiers
Set appropriate retention periods
Consider legal requirements
Document case purposes
Maintain clear organization structure
Important Notes
Cases inherit category settings by default
Custom retention periods override category settings
Legal holds protect all documents within the case
Case names should be unique within categories
Conclusion
Creating well-structured cases helps maintain organized records for specific matters or projects. Following these steps ensures your cases are properly configured while maintaining compliance and security requirements.
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