IBM Enterprise Records, Version 5.1.2    

Associating a disposition schedule with an entity

Authorized users can associate a disposition schedule with a record category or record folder at any point in time. Authorized users are Records Manager, Records Administrator, or Reviewer in Pro standard; Records Manager or Records Administrator in DoD or Base. Child containers inherit the disposition schedule. You can associate a disposition schedule with a record category or record folder at the time of creation or later.

About this task

To associate a disposition schedule with a record category or record folder for the first time after creation:

Procedure

To associate a disposition schedule later:

  1. Go to the container whose disposition schedule you want to assign and click its Get info icon.
  2. Click Disposition.
  3. Click Browse Schedule to select a disposition schedule.
  4. At the Select Disposition Schedule window, click Select beneath the name of one of the schedules.
  5. At the new menu, select the appropriate option to indicate how you want to propagate the new disposition schedule to child containers. When you assign a different disposition schedule, you can propagate the schedule to its child containers in the following ways:
    • Propagate the schedule to all immediate child containers and to all inheriting subcontainers regardless of whether they inherited the earlier disposition schedule. This situation corresponds to the Propagate new disposition schedule to all immediate children, and all inherited sub-directories option. This situation also applies to schedules being applied for the first time.
    • Propagate the schedule only to child containers that inherited the earlier disposition schedule. In this situation, the disposition schedule of child containers that do not inherit the disposition schedule of the parent entity remains unchanged. This option inherits only a new schedule if you previously inherit a schedule. This situation corresponds to the Propagate new disposition schedule to all inheriting entities option.
    • Propagate the schedule to none of the child containers. In this situation, the child containers that inherited the old disposition schedule continue to be associated with that schedule but are not categorized as inheriting entities. This situation corresponds to the Don't propagate new Disposition Schedule option.
  6. If wanted, enter Disposition Authority information as required by the compliance rules of your organization.
    Attention: By default, the disposition authority specified for the selected disposition schedule is automatically assigned as the disposition authority for the container. If a disposition authority is not set for the selected schedule, the disposition authority that you set for the container is applicable. If a disposition authority is set when the container is created but no disposition schedule is assigned, the disposition authority of the schedule overrides the disposition authority set earlier.
  7. Click Apply to save the modifications.
  8. Click Exit to close the page.

Results

Important: Records associated with a record type might have a different disposition schedule than their parent container. The disposition schedule associated with the record type takes precedence over the schedule of the container. However, when you run sweep, a disposition conflict warning message is logged in the sweep log file. You see this warning message when the schedule associated with the parent container has shorter cutoff retention period than the schedule associated with the record type.
For more information about changing an existing schedule, see the changing a disposal schedule topic.


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Last updated: November 2013
associate_disposition_schedule.htm

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