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Most organizations have physical and electronic documents that are related, or that need to be treated as a group. For example, the documents related to a certain folder may be a combination of spreadsheets, architectural drawings, and word processing documents. Grouping these documents becomes a problem when the documents are stored in different media and different places.
RM solves this problem using the concept of files. Files are used to group both paper and electronic documents relating to a certain topic or business function. They can be a combination of editable and read-only documents. Think of files as “smart folders” that group records together to share common properties such as:
These properties usually operate at the file level and are not set for each individual document (although disposal actions can be set on individual documents to override their file's disposal). This simplifies the management of documents, allowing you to easily meet any operational, regulatory, or legislative requirements.
A file part is a subdivision of a file. A file always has at least one file part. When a physical file is full, a new file part can be created to contain any new documents for the file, thus exending the file.
The file parts in a file can be used to designate periods of time. For example, a file may have separate file parts for each year.
A file part logically connects the documents in it, even when the file contains paper documents stored in a folder and electronic documents stored on a server. You can reassign a document to a different file part.
The following rules apply to the numbering of files and file parts:
As an example, file number 5874 contains part number 215. That makes the file part number 5874215.
