Navigating Content Types

One of Virgo’s key capabilities is your ability to create an inventory of the systems of records and the content that you manage across your organization. This can all be related to your retention schedule and policies. Getting an inventory in place lets you better understand where critical content is stored, who manages this information, and what retention and other information governance policies apply to this information.

Viewing Content Type Details

To view the details of a content type or edit a content type, select the content type, and click View Detail.

To view an example of Content Type details, hover your mouse over the image.

All retention rules applicable to the content type are displayed in a table on the Content Type detail screen. This includes all baseline retention periods and retention exceptions.

Content Type Details Page Features

The left pane displays content type information that includes the value of the record to my organization. For example, if the Status field is enabled, the field will indicate if a record is Active or Inactive.

The table below describes the Content Types Details page fields and sections.

Field/Section	Description
Name	The Name field is the name of the content type.
Description	The Description field describes any relevant details about the content type.
Notes	The Notes field records historical or other qualifying information.
Status	The Status field lets you mark a content type as Inactive instead of deleting an unmapped content type. You can also apply other statuses. Content types with the Status of Inactive do not display on the Content Types tab grid, but you can generate a report or a view of Inactive Content Types on the Content Types tab.
Access	The Access field identifies who should be permitted or denied access to information.
Security	The Security field classifies a content type by the security policy that should be applied (i.e. Public, Confidential, Top Secret, etc.). The categories are customizable, and a default can be selected to automatically apply to new content types.
Privacy	The Privacy field classifies a content type by the privacy policy that should be applied (i.e. Not Sensitive, PII, PHI, etc.). The categories are customizable, and a default can be selected to automatically apply to new content types.
Criticality	The Criticality field classifies a content type by overall importance to the organization (i.e. Standard, Important, Mission Critical, etc.). This field could also be used, for example, to record recovery time objectives. The categories are customizable, and a default can be selected to automatically apply to new content types.
Volume	The Volume field classifies a content type by volume. This could be a relative measure (i.e. Low, Medium, High, etc.) or something more specific such as a numeric range. The categories are customizable, and a default can be selected to automatically apply to new content types.
Vital	The Vital field has the options Yes or No to record if the content type is a vital record or not.
Information Owner	The Information Owner field is the person, title, or office that is responsible for this content. You can specify more than one Information Owner.
Process	The Process field is the business process associated with generating or using these types of records.
Departments	The Departments field are the business or organization units who use or generate these types of records.
Entities	The Entities field allows classification of content types by zero or more regulatory entities.
Repositories	The Repositories section displays where the records with this content type are stored and if the repository is considered a System of Record. Repositories can be electronic, paper-based, or a hybrid. Repository information in Virgo also helps Virgo Employee Portal users better understand how to manage records. To map the content type to a new repository, click the Map Repositories button.
Record Series	The Record Series section displays the record series associated with the content type. For example, an Internal Audits record series could be mapped to an Audit Status Logs content type.
Private Comments	The Private Comments section provides a secure place for team discussions about the content type.
Audit Trail	The Audit Trail displays a history of changes to the content type, including the date, the user, and the action.

TIP: Administrators can add and update metadata fields on the Setup tab.

TIP: For more information about the fields, the glossary includes common field names, definitions, and examples.