Repeating records
A repeating record is a record type Sted asks you for on a schedule: an access review twice a year, a log review every quarter. Set how often and a first due date under Repeating records on the Records page. Sted opens a task 30 days before each due date, and closing that period’s record moves the date on.
What this is
Many standards expect periodic evidence: reviews, tests and checks done at a set interval and recorded each time. A repeating record is a record template with a schedule, so the next one becomes a task instead of a date someone has to remember.
Sted suggests a frequency for 33 periodic record types, such as the Access Review Record (twice a year) and the Log Review Record (quarterly), but nothing is scheduled until you pick a first due date. The Training Record has no suggested frequency, because completed training does not expire.
Where to find it
Open Framework, then Records, and scroll below the list to Repeating records. On a phone, select Menu at the top of the screen first. The table shows each scheduled record type, how often it repeats and when the next one is due.
How it works
Schedule a record type
- Open Framework, then Records.
- Select Repeat a record under Repeating records.
- Choose the record type in Template:.
- Choose a frequency in Repeats:: Weekly, Monthly, Quarterly, Twice a year, Annually or Every two years.
- Pick a date in Next due:.
- Select Save.
Confirm a suggested schedule
A record type with a suggested frequency and no date reads “Pick a first due date” in the table.
- Select Set due date on its row.
- Check the frequency in Repeats:.
- Pick a date in Next due:.
- Select Save.
Change or stop a schedule
- Select Change on the row.
- Choose a new frequency in Repeats: or a new date in Next due:.
- Select Save.
To end a schedule, select Stop repeating in the same dialog.
When a record falls due
Thirty days before the due date, Sted opens a task saying the record type is due. It goes to the owner of the record type’s document, or to an administrator when nobody owns it, and turns overdue if the date passes.
Open a record of that type, fill it in and have it closed, as described in records and record templates. Closing the period’s record closes the task and moves the due date on by one period.
Why the schedule matters for readiness
Only evidence from the last 12 months counts towards audit readiness, so a repeating record type counts only while a record of it has been closed within that window.
Permissions
Setting a schedule needs an administrator or the owner of the record type’s document, and only administrators and Policy and Process Owners can own documents.
| Action | Administrator | Policy and Process Owner | Reviewer | Personnel |
|---|---|---|---|---|
| See repeating records | Yes | Yes | Yes | Yes |
| Schedule, change or stop a repeating record | Yes | Documents they own | No | No |
| Fill in the record when it falls due | Yes | Depends on ownership and classification | Depends on ownership and classification | Depends on ownership and classification |
The level rule admits Personnel to set a schedule, but Personnel never own a document, so in practice they cannot. Repeat a record, Set due date and Change appear only for people who may use them. Who fills in each record follows the records rules.
Limits and plan features
A suggested frequency schedules nothing until someone picks a first due date. Event-driven records, such as an incident, never fall due on a schedule; you open them when the event happens.
Records, and so repeating records, are part of the Full Management System plan.
Related guides
- Records and record templates: opening, filling in and closing the record each period asks for.
- How to run an access review: the most common repeating record, done properly.
- Backup and restore testing: another periodic test auditors expect to see recorded.
- How to run a management review: a yearly record most management system standards require.
- Home and your tasks: where the due and overdue tasks appear.
Frequently asked questions
Why hasn’t Sted reminded me about my access review?
Probably because its schedule has no first due date yet. Suggested frequencies schedule nothing on their own; the row under Repeating records reads Pick a first due date until someone sets one.
How early does the task for a repeating record appear?
30 days before the due date. It turns overdue if the date passes without a closed record for that period.
Can Personnel set how often a record repeats?
Not in practice. The rule needs an administrator or the owner of the record’s document, and only administrators and Policy and Process Owners can own documents. Personnel can still fill in the record when it falls due, if they own it.
Why doesn’t the Training Record repeat every year?
Because completed training does not expire in Sted. An annual default would read as annual re-training, so the Training Record has no suggested frequency; people train again when a new version of a document is approved.