Setup

Functions make up the top level of records retention schedule hierarchy, which represent the company’s activities and processes. Functional groupings often encompass multiple departments.

1. Click New to create a function.
2. The Name field is mandatory text field that must be unique (max length: 255). The Name field lists all functions in the Records Retention Schedule. A function name is a generic title that describes the business processes or activities that are grouped together to form a unique function. Examples include Accounting, Purchasing, and Quality Management.
3. The Code field is an optional text field that must be a unique two to three letter prefix that represents the function name (max length: 50). For Accounting, the code prefix is “ACC.”
4. The Description field is an optional text field that demonstrates the business processes or activities represented within each function (max length: 2000).

Virgo allows for the mapping of company entities to applicable record series.

1. Click New to add an entity.
2. The Name field is a mandatory text field that must be unique (max length: 255). The Name field lists unique entity names with records represented in the Records Retention Schedule.
3. The Code field is an optional text field that captures a unique identifier that ties to a specific entity name (max length: 50). Example: 010814.
4. The Description field is an optional text field that captures information that defines what the entity does, and often helps differentiate one entity from all others (max length: 2000).
5. The Jurisdiction field is an optional text field that captures where the specific entity does business or maintains records.

Departments may be assigned to a record series in Virgo. The Departments tab allows you to capture information about the specific departments that create, own, or otherwise manage records within a record series.

1. Click New to add a department.
2. The Name field is a mandatory text field that must be unique (max length: 255). The Name field captures unique department names.
3. The Description field is an optional text field (max length: 2000). The Description field defines what business processes or activities a specific department is responsible for.

NOTE: If the feature is enabled, you can only delete a department that is not associated with a record series. If you try to delete a department that is mapped to a record series, a warning message displays to remove the relationship between the department and the record series before deleting the department. For example, you want to delete the ABC department. But the ABC department is associated with the XYZ record series. On the Record Series Detail page for the XYZ record series, specify another Department. Then you can delete the ABC department.

Virgo allows for Information Owners to be assigned at the record series and content type levels. Designated owners are responsible for ensuring that records are retained and disposed of in accordance with the records retention schedule. Owners may be responsible for approvals, retention downgrades, and retention series upkeep.

1. Click New to add an owner.
2. The Name field is a mandatory text field captures the office that is responsible for records ownership (max length: 255). This should not be a specific person’s name, but may be a position, or a team, a department, etc. Examples: C/FII – RBRM, GS/ACC-CZ.
3. The Department field captures a department name that may be associated with a record owner.
4. The Description field is an optional text field that defines the meaning, role or information about the owner (max length: 3000).

Virgo allows you to tie a business process that creates records to content types.

1. Click New to add a process.
2. The Name field is a mandatory text field that uniquely identifies a process. The Name field is visible in the Content Types tab as a type ahead suggestion list (max length: 255). Example: Approval.
3. The Code field is an optional text field that identifies a process and can be used in another business application (max length: 50).
4. The Description field is an optional text field that defines the process (max length: 3000).

Criticality can be classified at the content type level as an unlimited length list of categories that measures a records importance to your operations, especially as it has to do with continuity planning.

1. Click New to add a criticality classification.
2. The Name field is a mandatory text field that uniquely identifies the level of criticality (max length: 255). The Name field is visible on the Content Types tab as a single value drop down list.
3. The Description field is an optional text field that defines the representative level of a records significance to operations (max length: 3000).
4. The Yes or No flag field to marks Yes or No in the Default field. Only one value can be selected to pre-populate this value.

Virgo enables privacy information to be added at the record series and content type levels.

1. Click New to add a privacy classification.
2. The Name field is a mandatory text field that captures the type of privacy records that the company has (max length: 255). Example: Contains personal data.
3. The Description field is an optional text field that allows for additional information for each privacy name to be added for clarity (max length: 3000).
4. The Yes or No field is a Default field that allows the company to set a default such as Yes or No in the Privacy field.

Security can be classified at the content type level to describe security procedures.

1. Click New to add a security classification.
2. The Name field is a mandatory text field that uniquely identifies a security level (max length: 255). The Name field is visible on the Content Types tab as a single value drop down list . Example: Confidential.
3. The Description field is an optional text field that identifies the security classification level based on your organization definition (max length: 3000).
4. The Yes or No field is a default field that allows the company to set a default such as Yes or No in the Security field.

Volume can be classified at the content type level as a quantity of known, estimated, or forecast records. This could be a physical quantity in linear feet or digital storage amount.

1. Click New to add a volume classification.
2. The Name field is a mandatory text field that uniquely identifies a volume amount (max length: 255). The Name field is visible on the content types detail screen as a single value drop-down list. Example: Low.
3. The Description field is an optional text field that identifies the volume (max length: 3000).
4. The Yes or No field is a Default field that allows the company to set a default such as Yes or No in the Volume field.

The Record Series Status is an optional selection field used to indicate the current status of a record series. Status can be used to determine which record series are visible to the Employee Portal users or to indicate an internal procedure. There is no limit to the number of status values.

1. Click New to add a new record series status.
2. The Name field is a mandatory text field that displays each of the status types (max length: 255). This is the only field that users with non-administration roles can view on a record series. For example, Approved, Import Complete (Content Types), Inactive, Mapping Complete, Not Published, Published/Revisions Pending.
3. The Description field is an optional text field that explains what each of the status types mean (max length: 3000). Only a Virgo Administrator can view this field.
4. In Default select Yes if this record series status is the default which will prepopulate when you create a new record series. Only one record series status can be a default.
5. In Approved select Yes as a visual flag for Virgo Administrators.
6. In Published select Yes as a visual flag for Virgo Administrators.
7. In Inactive select Yes to remove a record series from all views except the Inactive Record Series view. More than one status can be inactive.
8. In Visible in Portal select Yes to indicate if the record series displays in a Virgo Employee Portal view when the Employee Portal is active.

The content type Status field indicates the current status of a content type. An administrator can create and manage Status field values. There is no limit to the number of status values.

1. Click Setup and then click Content Type Status.
2. Click New to add a new content type status.
3. The Name field is a mandatory text field that displays each of the status types (max length: 255). This is the only field that users with non-administration roles can view on a content type. For example, Default and Inactive.
4. The Description field is an optional text field that explains what the Status field value means (max length: 3000). Only a Virgo Administrator can view this field.
5. In Default select Yes if this Status field value is the default which will prepopulate when a user creates a content type. Only one content type status can be a default.
6. In Approved select Yes or No as a visual indicator. The field has no other function.
7. In Published select Yes or No as a visual indicator. The field has no other function.
8. In Inactive select Yes to hide content types with this Status field value on the Content Types tab. More than one status can be inactive. And you can generate a report or a view of Inactive Content Types on the Content Types tab.
9. In Visible in Portal select Yes to display the content type in an active Employee Portal view. Select No to hide the content type on the Employee Portal.

If your Virgo subscription includes the Attestations feature, you can create the statuses users apply to attestations. For example, you could create these statuses: Requested, In Review, and Accepted. There is no limit to the number of status values.

1. Click New to add a new attestation status type.

2. The Name field is a mandatory text field that displays each of the attestation status types (max length: 255).

3. The Description field is an optional text field that explains what each of the attestation status types mean (max length: 3000).

4. In Default select Yes if this attestation status type is the default when a user requests the attestation of a jurisdiction for a record series. Only one attestation status type can be a default. For example, select Yes for an In Review status.

5. In Completed select Yes to indicate the attestation status type is the last step in the attestation. Virgo will also automatically populate the Attested By and Date Completed fields in the Attestations section when a user selects the attestation status type. For example, select Yes for an Accepted attestation status type.

6. Click Save.

A Trigger event establishes a particular occurrence that must take place before the retention period can begin. Trigger Events can be found at the record series level.

1. Click New to add a trigger event.
2. The Name field is a mandatory text field that must uniquely describe the event that happens to trigger the retention beginning (max length: 255). For example, End of Audit, Final Resolution, and Superseded.
3. The Description field is an optional text field that provides clarity about each trigger event (max length: 2000).
4. The Code field is an optional text field that captures a unique identifier in relation to the trigger event (max length: 50).
5. The Type field allows you to select from the following trigger event types:
• Event - Any action that may cause retention to start such as termination of employee, sale of asset.
• Relationship - Situation where one version of a record supersedes another.
• Time - Period such as fiscal year or calendar year.
6. The Case field allows the company to select Yes or No in the trigger event field.