From the main navigation bar at the top, use “Schedule” to manage the Retention Schedule.

In this article:

• Adding a Series
• Adding a Type
• Adding an Example
• Mapping Requirements
• Adding Rules to a Series

To get started, tap “Add Series” in an empty schedule or use the “Add Series” button at the far right to begin with adding your first Series.

Adding a Series

From the main Retention Schedule,

1. Use the "Add Series" button.
2. Fill in the details for the Series. "Series Name" is the only required field. All fields can be edited again later.
3. Submit using the "Add Series" button at the end of the form. 
4. After adding, you will be redirected back to the main Retention Schedule, so you may continue adding more Series. Click on "Add Series" again to add another Series.
5. To edit a Series or add Types to a Series, scroll to the Series you would like to see. Click on the Series Name in the table to open the Series details.

Series Fields

Function(s)

"Functions" are often used to organize Series by department or job function, so that people only need to focus on the Series in their relevant function(s) when viewing a Retention Schedule.

1. Select a Function from the dropdown list. 
2. Check multiple Functions to add more than one Function. Series may be assigned to one or multiple Functions.
3. Remove Function by a) using the X on the Function badge, or b) unchecking the check next to the Function list item.

Admins may manage an Organization's Functions in Settings.

Code

"Codes" are used to organize all Series in a Retention Schedule. Codes may also be used as a clear reference a specific Series.

Currently, Organizations may customize Series Codes as they see fit.

Series Name

"Series Name" helps users address a specific Series.

MosaIQ also uses the Series Name as the main heading of that Series' detailed page and in breadcrumbs. 

Description

"Description" helps provide additional detail beyond a Series Name to help others identify and understand this Series.

Tags

"Codes" are used to organize all Series in a Retention Schedule. Codes may also be used as a clear reference a specific Series.

Currently, Organizations may customize Series Codes as they see fit.

Notes

"Notes" are used to make comments between Admins and Editors to help you in your retention schedule creation and management process. These are not visible to regular Viewers.

Suggested Next Steps:

• Add another Series
• Go to a Series' details to edit the Series
• Go to a Series' details to add a Type

Adding a Type

From the main retention schedule, scroll to a desired Series. Tap on the Series Name to navigate to the details of that specific Series. 

1. Go to a specific Series. Scroll past the Series profile, to the "Types" section.
2. Use the "Add Type" button.
3. Fill in the details for the Type. "Type Name" is the only required field. All fields can be edited again later.
4. Submit using the "Type Series" button at the end of the form. 
5. After adding, you will be redirected back to the Series, so you may continue adding more Types. Click on "Add Type" again to add another Type.
6. To edit a Type or add Examples or Requirements to a Type, scroll to the Type you would like to see. Click on the Type Name in the table to open the Type details.

Type Fields

Series Name

"Type Name" helps users address a specific Type.

MosaIQ also uses the Type Name as the main heading of that Type's detailed page and in breadcrumbs. 

Description

"Description" helps provide additional detail beyond a Type Name to help others identify and understand this Type.

Notes

"Notes" are used to make comments between Admins and Editors to help you in your retention schedule creation and management process. These are not visible to regular Viewers.

Suggested next steps:

• Add another Type
• Go to a Type's details to edit the Type
• Go to a Type's details to add an Example

Adding an Example

From the main Retention Schedule OR, from Series details in the Types table, scroll to a Type and click on the Type Name to navigate to the Type's details.

1. Go to a specific Type. Scroll past the Type profile, to the "List of Examples" section.
2. Use the "Add Example" button.
3. Type in the "Example Name".
4. Submit using the "Add Example to Type" button at the end of the form.

Example Fields

Example Name

Use the "Example Name" to describe the example.

Suggested Next Steps:

• Add another Example
• Edit Example
• Delete Example

Mapping Requirements

To map Requirements to a Retention Schedule, go to the following:

• A specific Type's details > Scroll to Requirements section. > Use the "Add to Type" button.

From the Search Requirements, 

1. Fill in search parameters.
2. Select desired Requirement.
3. Check details to confirm mappings.
4. Map Requirement to desired Type.

For more information, see the guide on how to Search Requirements.

Adding Rules to a Series

"Rules" summarize regulations into everyday, understandable rules for all members of an Organization to follow. Rules as assigned to Series.

Each Series may have multiple Rules, which are added one at a time. To add a rule:

1. Use the "Add Rule" button at the bottom of the Series profile information section.
2. Choose if this rule would have special conditions (ex: "if Brazil, then" or "if contains PII, then"). 
3. If applicable, type special condition.
4. Choose if this rule should use a standard format or custom format.
5. Fill in the rule accordingly.
6. Submit using the "Add Rule" button.

Two Formats for Rule Structures

Standard Rules

A “standard rule” consists of a prefix (“minimum”), timeframe (e.g. 5 years, 3 months, 180 days), or trigger (“from record creation”) in statement form.

For example:

“minimum 5 years from record creation”
“maximum 10 years from record creation”
“minimum 5 years from creation date, except 10 years for China"
“5 years from creation date, except 10 years for high security documents”
"duration of business need"
"unspecific from record creation"

Custom Rules

As an alternative to the standard structure above, the Retention Schedule creators and editors may opt to use a single free text field instead. Select “custom rule” under rule format. 

Markdown Support for Custom Rules

For styling or hyperlinks, the Custom Rule textbox supports markdown syntax.

To add a link, use:

Be sure to include the https:// in the URL address.

Other supported markdown include:

For more on standard markdown syntax, see: https://www.markdownguide.org/basic-syntax/. 

Multiple Rules

Each Series may contain multiple rules, allowing users to combine rules into one statement. 

For example:
"minimum 5 years from fiscal year end, except 10 years for high security documents,
AND, maximum 20 years from record creation.”