The undeclare a record action deletes
the record metadata and sets the RecordInformation property of the
document to null. During the undeclare a record action, you can also retain the record metadata. To retain the metadata,
the file plan must be properly configured.
About this task
A Records Administrator or a Records Manager can undeclare
a record. A successful undeclare operation involves disconnecting
each associated document or document version from the record and deletion
action of the record. Each of their respective security settings reverts
to the security setting of the document before it was declared.
The following record states do not allow a record to be undeclared:
- A record that is on hold, or that is in a container that is on
hold.
- A record that is marked as deleted.
- A record that is currently involved in an active workflow (for
example, a disposition workflow).
- A record with federated content.
- A record that cannot be undeclared for any other reason (for example,
lack of security).
Procedure
To undeclare a single record:
- Right-click the name of the record and select Undeclare.
- Click Accept to undeclare or Exit to keep the record.
Results
To undeclare one or more records:
- Browse through the file plan hierarchy
or search the file plan to access the records you want to undeclare.
- Select the check boxes next to the records that you want to undeclare.
- From the Multi-Select Actions menu, select Undeclare.
- At the Undeclare window, verify the records
that you want to undeclare are selected and click Undeclare to undeclare the records or Exit to cancel
the action. If you click Undeclare, your records
are undeclared without any further warning.
- After you see a confirmation message that verifies the completion
of the Undeclare action, click OK to return to the Browse page.
What to do next
- The records are deleted.
- The source documents resume their original security setting and
can be declared again.
- The RMAudit Undeclare event is logged if
Auditing is turned on.