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.
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.
To initiate a disposition schedule:
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.
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.