Records Settings

Records → Manage → Settings (department administrators). Changes apply prospectively and are audited.

Lifecycle and review

Setting	Meaning
Default lifecycle preset for department definitions	Quick entry, Review required or Approval / acknowledgement — the default new definitions start with. Locked types keep their own preset unless changed on the definition.
Review due (hours)	How long a reviewer has before the record shows as overdue on the dashboard and accountability report.

Numbering

A record gets its number when it is finalized, so abandoned drafts leave no gaps. One department number pattern numbers every built-in record type (Run, Training, Work, Meeting, Coroner, Callback, Unit Activity) and NERIS incident reports. Department definitions have their own prefix, sequence width and per-station or per-incident sequences, set on the definition.

Setting	Meaning
Number pattern	Literal text around tokens, up to 40 characters. Letters, digits, -, _ and . are kept as written. The example next to the box shows a sample number as you type. Default {PREFIX}-{YYYY}-{SEQ}, which gives RUN-2026-0123.
Sequence digits	Zero-padding width of the sequence, 3 to 8. 4 gives 0123.
Numbering year starts	The month and day your numbering year starts, and which year names it. January 1 (the default) is the calendar year. See Fiscal year numbering.
Record type prefixes	What {PREFIX} writes for each record type. Leave a box blank to keep the default. See Record type prefixes.
Next numbers for year	Each sequence the pattern produces in the current numbering year (with its dates when it is a fiscal year), with the number it issues next. See Next numbers.

Pattern tokens

Token	Writes
{PREFIX}	The record type's prefix: the default, or your own from Record type prefixes.
{YYYY} or {YY}	The year, 2026 or 26: the year the record started (an incident report's call was logged), in your department's time zone. With a fiscal year start, the fiscal year's name.
{GROUP}	The record's station or group as G followed by its ID, such as G12. Must be followed by -, _ or .. A record with no group leaves it out, along with the separator after it.
{SEQ}	The sequence number. Required, exactly once.

Each token can be used once. The sequence restarts whenever the text around {SEQ} changes:

• Including the year restarts the sequence every numbering year: the calendar year, or your fiscal year when you set one.
• Including {GROUP} gives each station or group its own sequence.
• Leaving out {PREFIX} gives every record type one shared sequence.

Changing the pattern never renumbers existing records. A pattern that is not valid is not saved, and nothing else under Numbering changes in that save (prefixes and next numbers included). The other settings on the page still save.

Fiscal year numbering

Incident reports often have to match an outside agency's fiscal year, such as a county's or state's, rather than the calendar year. Set Numbering year starts to the month and day that year begins. Sequences whose pattern includes {YYYY} or {YY} then start again at 1 on that day, at midnight in your department's time zone, and the year tokens write the fiscal year's name. Department definitions set to restart yearly follow the same year.

Choose which year names it:

• Named by the year it ends in (the default, and the usual fiscal-year convention). A year starting November 1, 2026 is 2027.
• Named by the year it starts in. The same year is 2026.

Year starts	Named by	Incident logged	{PREFIX}{YY}-{SEQ} with prefix EZKT
January 1 (default)	Calendar year	November 1, 2026	EZKT26-… (2026 continues)
November 1	Year it ends in	October 31, 2026	EZKT26-… (FY2026 continues)
November 1	Year it ends in	November 1, 2026	EZKT27-0001
November 1	Year it ends in	January 15, 2027	EZKT27-… (no restart on January 1)
November 1	Year it starts in	November 1, 2026	EZKT26-0001

• The year comes from when the record started, not when it was finalized: an October report finalized in November keeps the old fiscal year's number.
• Records request numbers (PRR-2027-0001) and prevention numbers follow the same year: occupancies OCC-, inspections INSP-, permits PRM-, investigations INV- and evidence EV-, each with its own sequence. A request takes the year it was received; the others take the year they were created. Their formats can be changed under Other record numbers.
• Record numbering and call numbering each have their own year start, so dispatch can follow the calendar year while reports follow a fiscal year.
• The year filters on the records queue and the incident report queue use the same year, so 2027 lists every record numbered 2027.
• February 29 can't be used as a start day, since not every year has one. A year start that isn't valid is not saved, and nothing else under Numbering changes in that save.
• Changing the year start never renumbers records. If the new year's name matches numbers already issued, the sequence continues after the highest of them instead of starting again, so no number is issued twice.
• Next numbers typed in the same save as a year start change are not applied, because they belonged to the old year's sequences. Save the year start first, then raise the numbers on the new rows.

Other record numbers

The Other record numbers table sets the numbers Records issues outside the record pattern: records requests (PRR-2026-0001), occupancies (OCC-), inspections (INSP-), permits (PRM-), investigations (INV-) and evidence (EV-). Each row shows its built-in numbers; type a pattern to replace them.

• Patterns use {YYYY} or {YY}, {MM}, {DD} and {SEQ}, as call numbers do (not {PREFIX} or {GROUP}), and follow the numbering year start above.
• Occupancy, inspection, permit, investigation and evidence numbers must fit 32 characters; records request numbers 50. A longer pattern is refused and named in the message.
• A new pattern carries on after any number it would repeat, so PRM-{YYYY}-{SEQ} with 5 digits continues after PRM-2027-0041 as PRM-2027-00042.
• For a custom pattern, Raise next to carries on numbering from another system. Raises typed in a save that also changes the pattern or the year start are not applied.

Record type prefixes

Each built-in record type has its own prefix, which {PREFIX} writes into its numbers. Replace a default to match your department's numbering, for example FIRE for Run records and IR for incident reports.

Record type	Default prefix
Run	RUN
Training	TRN
Work	WRK
Meeting	MTG
Coroner	COR
Callback	CBK
Unit Activity	UNT
Incident reports (NERIS)	INC

• A prefix is 2 to 6 letters or digits. Lower case is saved as upper case. Separators such as - belong in the pattern, not the prefix.
• Leave a box blank, or enter the default, to go back to the default prefix.
• A new prefix starts its own sequence. Records already numbered keep their numbers. Going back to an earlier prefix carries on after the highest number issued with it.
• Record types given the same prefix share one sequence. The Next numbers table lists them on one row.
• A prefix that is not valid is not saved. That record type keeps the prefix it had, the message names it, and the rest of the settings still save.
• Prefixes are only used when the pattern includes {PREFIX}.

Numbers are not reused: each new number comes after the highest one already issued in its sequence, counting both records and incident reports.

Next numbers

The Next numbers table lists every sequence the current pattern and prefixes produce for this year, with the number each will issue next. A department moving to Resgrid part way through a year can carry on its existing numbering: after issuing 2026-0001 through 2026-0152 elsewhere, enter 153 for that sequence.

• A next number can only be raised, never lowered. Saving asks for confirmation first.
• A number below the one the sequence would already issue is refused, and the message lists that sequence.
• If you change the pattern or a prefix in the same save, the next numbers you entered are not applied, because they belonged to the old sequences. Save the new pattern or prefix first, then raise the numbers on the new rows.

Setup examples

Goal	Pattern	Prefixes	Numbers
Keep the defaults	{PREFIX}-{YYYY}-{SEQ}	Defaults	RUN-2026-0001, TRN-2026-0001, INC-2026-0001
Different prefixes for Run records and incident reports	{PREFIX}-{YYYY}-{SEQ}	Run FIRE, Incident reports IR	FIRE-2026-0001, IR-2026-0001
Run records and incident reports share one count	{PREFIX}{YY}-{SEQ}	Run FD, Incident reports FD	FD26-0001, FD26-0002
Each station numbers its own records	{PREFIX}-{GROUP}-{YYYY}-{SEQ}	Defaults	RUN-G12-2026-0001
One number series for everything	{YYYY}-{SEQ}	Not used	2026-0001, 2026-0002
Never restart the sequence	{PREFIX}-{SEQ}	Defaults	RUN-000001 (with 6 sequence digits)
Incident reports follow a November fiscal year named by the year it ends in	{PREFIX}{YY}-{SEQ}, year starting November 1	Incident reports EZKT	EZKT27-0001 from November 1, 2026

Moving to Resgrid with Import & Migration? Its Configure tab can set record numbering for you, including the next numbers that continue your old system's (Configure → Record numbering).

Retention

Shipped defaults: 7 years for standard records; permanent for Coroner and other restricted classes. Retention is your department's responsibility under your jurisdiction's rules.

Setting	Meaning
Department default (years)	Blank = system default.
Per-definition overrides	0 = permanent. Setting a period on a restricted class asks for confirmation because it enables automatic purge.

Records under a legal hold are never purged.

Cross-group visibility

Setting	Meaning
Department-wide (default)	Every member with record view sees every record.
Group-scoped	Members see records anchored to their own station/group. Also requires the See other groups' Records permission to be locked to group. Authors, owners, reviewers, named participants, responding unit crews and department administrators always see a record.

Turning on group scoping shows an impact preview — records that would be hidden from members of no group, records with no group anchor (which stay department-wide), members in no group — and requires confirmation.

Search

Shows whether the search index is online, the number of indexed records and whether narrative text is included. The worker rebuilds the index when the protection policy or catalog version changes. Narrative search is withdrawn when the department is enrolled in Advanced Data Protection.

Print layout

How the letterhead renders on record prints. Identity and logo come from the Department Profile.

Setting	Meaning
Show logo / Use the short name / Show address / phone / website	Letterhead content.
Letterhead line 1 / 2, Footer text, Watermark label	Free text (e.g. CONFIDENTIAL).
Page size, Date and time format	Optional .NET format string such as yyyy-MM-dd HH:mm.

Every save is a new layout version stamped in the provenance footer of every print. Per-definition layouts can override this.

NERIS reporting

Setting	Meaning
Use NERIS workflows	On by default. Turn it off if your department does not report to NERIS.

Turning NERIS workflows off affects only NERIS:

• Incident reports finalize without the NERIS rules. Required custom fields and evidence checks still apply. Conditional sections show as suggestions.
• Nothing is validated with or submitted to NERIS. Queued submissions wait, and submission recovery is paused.
• The NERIS settings screen, the NERIS figures on the dashboard and analytics, and the health alert for failed submissions are hidden.

Everything else in Records keeps working: incident reports and analyses, review, numbering, retention, disclosures, search and printing. The NERIS profile, credential, call-type crosswalk and submission history are kept. When NERIS is turned back on, submission continues from where it stopped.

While NERIS workflows are on, the NERIS profile itself is covered in NERIS incident reports: entity ID, environment, credentials, enable / auto-submit, protected egress acknowledgement and the call-type crosswalk.

Public-records disclosure

Setting	Meaning
Statutory response clock (days)	1–365; the default due date for a new request.
Default redaction profile	Standard, No personal identifiers, Full disclosure.
Release approver	A member, or any department administrator.

Technical reference

Item	Value
Route	/User/Records/Settings
Model	RecordsDepartmentSettings (department setting 74 holds retention overrides; settings 70–77 and 111 RecordsNerisWorkflowsEnabled belong to the Records settings screen)
Numbering	Department setting 72 RecordsNumberingConfig: Pattern, SequenceWidth, Floors (raised next numbers, keyed by sequence), Prefixes (per record type, keyed by definition key such as system.run or system.neris-incident) the numbering year start YearStartMonth / YearStartDay / YearLabel (0 = named by the year it ends in, 1 = the year it starts in; unset = January 1) and DocumentPatterns (records request and prevention number patterns; their sequences in DocumentNumberSequences, M0268)
API	GET api/v4/Records/Capabilities lists each record type's NumberPrefix with the department's own prefixes applied
Related	/User/IncidentReports/Settings (NERIS), /User/Department/Profile (letterhead identity)