Create Records
Start on the Records tab.
Click Create.
Setting Defaults
If you typically enter the same information in certain fields each time you create Records, you should Set Defaults for these fields. All Records you enter will automatically default to the values you selected for these fields going forward. This is not a required step, but it can make data entry go more quickly.
Defaults can be:
- Set on any field.
- Updated/deleted using the procedure below as many times as needed.
- Overridden by deleting text or using the Clear button in the fields you wish to change.
From the Records Create screen, enter information in the fields you wish to set as defaults.
Click Set Defaults button at top/right.
Field-by-Field Data Entry
All fields with an asterisk (*) are required. The Record will not save if any required fields are left blank.
Organization: Search for your Organization by the name or number. If you have a Default set, it will auto-populate.
Record Series: URMA automatically displays all available Record Series once an Organization is selected. Use the search fields to locate and select the series.
Primary Contact: Search for and select the Primary Contact for the records (must be an URMA user). If you have a Default set, it will auto-populate.
Vendor Barcode: Leave blank. RIM Office will enter vendor numbers if you use off-site storage.
Legacy Box Number: Enter a number only if you have a numbering system you wish to retain.
Electronic File/Folder Path: Leave blank.
Electronic File Size in MB: Leave blank.
Record Type: Select Standard for all non-research records, including research financial records. For research records, see guidance document Creating Research, Sponsors, Projects & Records.
Description of Records: Enter any pertinent information that might aid in searching/locating Records later. Make sure information is not duplicated elsewhere.
Identifying Number: Leave blank unless you have another number or identifier you wish to retain.
Date Range - Start: Enter the start date of the records.
Date Range - End: Enter the end date of the records.
Retention Trigger Date: The date the retention clock starts. A date must be entered here for URMA to calculate the Scheduled Destruction Date.
- For series that run on the fiscal year, enter the first day of the next fiscal year (07/01/YYYY).
- For series that run on the calendar year, enter the first day of the next calendar year (01/01/YYYY).
- For series that don’t specify fiscal or calendar year, enter the same value as the Date Range – End field.
Override Scheduled Disp. Date: Leave blank; for RIM Office use.
Attachment: Attach a content listing or other information about the records by clicking Add, if applicable. Do not attach any documents containing highly sensitive data (HSD).
Storage Type: Select Physical for boxed records. See Creating Electronic Records for specific instructions for records stored on servers.
Saving a Record
Save & Close: takes you back to the Home Page Grid
Save & View: takes you to the record you just created
Save & New: opens a new data entry screen