Adding volumes

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When you create a record folder, the system automatically creates a volume under that record folder. Volumes are typically used to limit the number of items, by partitioning records by month or by year. You can add new volumes to record folders, including electronic records folder, hybrid record folders, and physical record folders. You cannot add volumes to boxes.

About this task

When you open a new volume, the current open volume is automatically closed. New records that you file to a folder are automatically added to the current open volume. If needed, you can add records manually to a closed volume by temporarily reopening the volume. For example, if a record must be in a volume that is now closed, you can open the old volume and add the record manually. Then, close the volume again.

To fix classification errors or other issues, Records Managers or Records Administrators can manually move a record to a closed volume. You can complete this action by selecting the record and then selecting Move.

A volume inherits the disposition schedule of the record folder under which it is created. You cannot define a disposition schedule that is independent of the parent record folder. In addition, you cannot create a subfolder or volume under a volume. Typically, the schedule that is assigned to the folder is completed at the volume level by selecting a volume property as the triggering field.

Security settings determine the groups and users who can access the volume and control the permissions that are granted to each group or user. The security settings that you specify might be overridden by the FileNet P8 security that is set on the entity.

Procedure

To add a volume:

  1. Browse or search for the folder where you want to add the volume.
  2. Select the folder and then from the Actions menu, click Add Record Volume.
  3. Complete the fields in the Properties and Security areas of the page and click Add.
    If you want to use a naming pattern for records that are created in volumes, specify the Record Pattern and Record Pattern Incremented By properties on the folder. These values ensure incremental naming of the records in the folder independent of the volume in which they are created.