IBM Enterprise Records, Version 5.1.2    

Dispositioning records

A disposition action is an action that you complete on entities after the cutoff date is reached or when their retention period in a disposal phase is over. With each new action, you must assign a default workflow, except in the case of an Auto Destroy action. When the system finishes the action, it runs the associated workflow on receiving confirmation from an authorized user.

While you define a disposition schedule, you assign an action with the disposal trigger that you set for cutoff. You also assign an action with each disposition phase that you create in a disposition schedule.

Remember: Only a Records Administrator or a Records Manager (for Base and DoD data models) can create, modify, or delete an action.

Types of actions

In IBM® Enterprise Records, you can create the following types of actions that are predefined in the system:
Table 1. Predefined actions
Action Description
Review Retrieves records that are reviewed by an authorized person. A review involves examining the disposal status of the entity to determine whether it can be disposed of.
Export Exports or copies the records to another repository.
Transfer Transfers records to an archival institution for permanent preservation.
Destroy Permanently deletes records.
Interim Transfer Temporarily transfers records to some other location.
Cutoff Closes entities after their cutoff is reached.
Vital Review Schedules periodic review of vital entities.
Auto Destroy Permanently deletes records without the use of a workflow. The record removal is immediate when it reaches the end of the retention schedule.


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Last updated: November 2013
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