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:
- For record categories, see the adding a record category topic.
- For record folders, see the adding a record folder topic.
Procedure
To associate a disposition schedule later:
- Go to the container whose disposition schedule you want
to assign and click its Get info icon.
- Click Disposition.
- Click Browse Schedule to select
a disposition schedule.
- At the Select Disposition Schedule window, click Select beneath the name of
one of the schedules.
- 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.
- 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.
- Click Apply to save the modifications.
- 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.