IBM Enterprise Records, Version 5.1.2    

Initiating a disposition schedule

Entities become due for disposition and enter the phases specified in the disposition schedule. Records remain in a phase for the time period that you specify in the retention period of that phase. After the retention period is over, you must manually initiate the disposition action associated with that phase.

About this task

After you associate a disposition schedule with a record category, record folder, or record type, the system tracks the specified event. The system also tracks the date that triggers the execution of the schedule. When this event occurs or the specified date arrives, the cutoff of records defined in the schedule is triggered. When the cutoff is triggered and offset (if any) specified for records is over, the system automatically performs the cutoff action specified in the schedule. After a retention period, the system runs the workflow associated with the disposition action associated with a phase. The workflow passes entities to the next phase on approval from an authorized person. When you initiate disposition for an entity, the disposition of all of its child entities is also initiated automatically.

The file plan can be configured to delete both the original declared document and the record metadata (the default). It might delete only the original declared document while retaining the record metadata. See the configuring metadata topic.

Procedure

To initiate a disposition schedule:

  1. Browse or search for entities that are ready for disposition. You see the ready for disposition icon beside entities that are ready: Ready for disposition.
  2. Select the check boxes next to the names. You can also right-click a single entity and use the menu.
  3. From the Multi-Select Actions menu, select Initiate Disposition: Initiate disposition icon
  4. Click OK to acknowledge the message on successful initiation of the disposition schedule. However, if there is some problem initiating the disposition schedule, a failure message displays. To see the reason for failure, click the asterisk beside the entity name.

Results

How to find entities that are ready for disposition

There is no single property that indicates ready for disposition, but you can search by using a set of conditions.

You want to set up a search template to complete this search on a regular basis. In a search template, leave the current phase execution date blank. Make sure that it is editable so the user can enter the current date when using the search.

Another option is to create custom COM events to send mail so the recipient knows what is ready for disposition. Assuming you are familiar with the file plan structure, you are able to browse to the entity.

If that is appropriate for your business records, you might also want to use API methods to create custom code that initiates disposition.

View disposition properties like disposition name, cutoff date of the entity, and current phase execution date, and other properties.

To view disposition properties:
  1. Click Get Info for the entity.
  2. Click Details in the pane.

Conflicting disposition schedules (DOD)

There might be a disposition schedule for a container and a different disposition schedule for a record type that applies to a record within the container. The record cannot be deleted or exported until the latest date.



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Last updated: November 2013
execute_a_disposal_schedule.htm

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