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Work through the lesson

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Your task and authority

• Confirm your assigned duties
• Use the fictional training case
• Verify the result and its history

Learning outcome
Learner maps a record consistently without representing a draft plan as approved.

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Our audience is Clerks read; managers build; directors/admin approve. Before the demonstration, confirm these prerequisites: C01, C02; fictional training record and approved account. The action-level access conditions are: rim_classification_view/manage; rim_file_plan_manage/approve. Check the actual account and record state. The goal is not simply to find a button: Learner maps a record consistently without representing a draft plan as approved.

Approved hierarchy

• Locate the approved classification hierarchy.

What to check
Locate the classification structure authorized by the organization. Read access and management access differ. Do not treat a locally created draft as the governing plan for production records.

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Locate the approved classification hierarchy. Locate the classification structure authorized by the organization. Read access and management access differ. Do not treat a locally created draft as the governing plan for production records. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.

Trace the series

• Trace a sample record from function through series/subseries.

What to check
Follow the sample from function through its applicable levels to series or subseries. Explain why that mapping fits the record’s business purpose. A convenient category is not necessarily the formal classification.

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Trace a sample record from function through series/subseries. Follow the sample from function through its applicable levels to series or subseries. Explain why that mapping fits the record’s business purpose. A convenient category is not necessarily the formal classification. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.

Draft a plan

• Create a training-only plan and entry when authorized.

What to check
Create the training-only plan and entry only with management authority. Check names and hierarchy against the approved exercise. Saving a draft records proposed work; it does not establish approval.

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Create a training-only plan and entry when authorized. Create the training-only plan and entry only with management authority. Check names and hierarchy against the approved exercise. Saving a draft records proposed work; it does not establish approval. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.

Approval responsibility

• Submit or record its approval using the available authority.

What to check
Use the authorized approval step and inspect its status. A default records manager can build plans but does not receive file-plan approval authority. The organization determines who can approve the classification.

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Submit or record its approval using the available authority. Use the authorized approval step and inspect its status. A default records manager can build plans but does not receive file-plan approval authority. The organization determines who can approve the classification. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.

Confirm the mapping

• Confirm the record uses the intended plan and distinguish category from formal classification.

What to check
Check that the record points to the intended plan and series. Explain the distinction between category and formal classification. Keep the decision traceable for later retention and reporting work.

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Confirm the record uses the intended plan and distinguish category from formal classification. Check that the record points to the intended plan and series. Explain the distinction between category and formal classification. Keep the decision traceable for later retention and reporting work. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.

Exceptions and recovery

• Identify the blocked condition
• Preserve the relevant evidence
• Use the authorized next step

Important boundary
Do not promote roadmap/governance claims into implemented screens. A records_manager lacks default file-plan approval; organizational policy controls valid classifications.

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Consider the exception before deciding to retry. Do not promote roadmap/governance claims into implemented screens. A records_manager lacks default file-plan approval; organizational policy controls valid classifications. Explain what you expected and what was actually shown. Keep the record identifier and sanitized error context, then refer the issue to the person responsible for that decision. A missing or blocked control is not a reason to borrow a more powerful account.

Guided practice

• Work within the assigned role
• Show the resulting state
• Explain one exception

Your exercise
Trace a fictional record through an approved hierarchy and identify who can build versus approve its file plan.

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Now use the approved fictional example. Trace a fictional record through an approved hierarchy and identify who can build versus approve its file plan. Explain the identity, current state and intended action before acting. At the end, show the evidence of the result and name the next responsible person if the workflow cannot proceed. Destructive actions and live external sends are discussed using prepared examples.

Practice debrief

• Correct identity and authority
• Traceable result and history
• A justified next step

Expected answer
The mapping follows the intended hierarchy; draft and approved status are distinguished; category is not substituted for formal classification.

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The answer should establish the following: The mapping follows the intended hierarchy; draft and approved status are distinguished; category is not substituted for formal classification. Walk through the evidence in the same order as the workflow. Explain the specific boundary discussed in this lesson. If a result could not be established, report it as unverified and identify what would be needed to complete the task.