Why is it not possible to file records to a file plan folder when the active part is closed?

SYMPTOMS

When a folder is cut-off, filing is not possible because the active part is closed, this is because a folder should always contain one active part in order to file records.

A part is a segment of a folder; it has no existence independent of the folder. The folder is segmented for management purposes only, and is managed from the folder level.

A folder will always contain at least one part - the first part - which, until and unless a second part is created, is co-extensive with the whole folder.

The concept of parts allows the contents of folders which would otherwise be closed to be disposed of in a regular and orderly manner.

CAUSE

Not applicable.

RESOLUTION

• The distinction between parts is important for the correct management of disposal.
• A folder can contain one or more parts.
• Parts are used to manage the contents of a folder.
• A folder has exactly one active part.
• When the current active part is closed, a new part is automatically created which becomes the active part.
• Records are always archived to the active part.
• With special privileges a records administrator or manager can open a closed part.

APPLIES TO

6.0; 6.1