Disposition workflows deal with the disposal process of
a record category, record folder, volume, and records. You can associate
various types of disposition workflows, such as Screening, Cutoff,
Destroy, and Transfer, with an entity.
However, before every disposal action, if the
isScreeningRequired parameter
is set to true, the Screening workflow will be launched. Once screened
and approved, the appropriate Disposition workflow is launched. This
section discusses the following types of Disposition workflows:
Screening workflow
The Screening
workflow enables you to screen an entity before the execution of workflows
associated with the phases of the entity. This workflow assigns a
Reviewer to review the entities due for disposal. For screening an
entity before the occurrence of an action, you need to set the isScreeningRequired
property to true for the Phase object associated
with an entity.
When the Screening workflow is launched, the
first general step is the Review step with a Reviewer as the participant
who approves or rejects the specified entities. After the entities
are approved, the Launch Workflow component step occurs. In this step,
the appropriate workflow will be launched, depending on the disposal
action associated with the entities. The actions taken by a Reviewer
are passed to the launched disposal workflow so that these are visible
in the Approve step of Disposition workflows.
Cutoff workflow
The Cutoff workflow
sends a request to the Records Manager to review an entity and approve
the cutoff date of the entity. This request is sent as a work item
in the RecordsManagerApprovalQueue. After the Records Manager reviews
the entity and approves the cutoff date, the entity goes to the next
phase if phase exists. Once the Cutoff workflow is launched, the following
component steps and step processor UIs are associated with the workflow.
- (Cutoff) Review
- Is a general step processor wherein the Records Manager reviews
an entity after the cutoff date is reached. The Records Manager either
approves or modifies the cutoff date or performs any other action.
- Update (Cutoff Date)
- Is a component step processor, wherein the system updates the
RM data model with the new cutoff date and reason for rejecting the
original cutoff date. To update the RM entity, the system calls the setCutoffdata() method
of the RM_Workflow_Util component queue.
Destroy workflow
The Destroy
workflow is one of the Disposition workflows that you can associate
with a disposition action for a phase in a disposition schedule. The
purpose of the Destroy workflow is to ensure that entities are permanently
destroyed at the end of the retention period of the phase with which
the Destroy workflow has been associated. In case of electronic entities,
both metadata and content will be deleted. For physical entities,
metadata is deleted as a result of the Destroy workflow execution.
However, a set of minimum metadata is retained if an entity has been
configured to retain minimum metadata after destruction.
After
the Destroy workflow is launched, the following component steps and
general step processors are associated with the workflow:
- Generate Transcript
- Is a component step wherein a Transcript XML string is generated
and stored in the data field of the Content Platform Engine.
- Approve Destroy
- Is a general step processor wherein the Records Manager reviews
an entity before it is destroyed, and provides relevant review comments.
The Records Manager can approve or reject the execution of the Destroy
action on the entity.
- Check Entity
- Is a component step that checks whether the entity (and its child
entities) to be destroyed are physical or electronic entities. If
no entity is approved for performing the Destroy action, a message
is displayed.
- Physical Destroy
- Is a general step processor that prompts the Records Manager to
specify the method of destruction for the physical entities.
- Destroy
- Is a component step processor that prompts the Records Manager
to specify whether or not minimum metadata should be retained for
the entity that is to be destroyed. In case of an electronic entity,
it calls the RM Java™ API to destroy the metadata and contents of
the electronic entity; in case of a physical or hybrid entity, only
the metadata is destroyed.
- Set Transcript
- Is a component step that calls the RM Java API to write the Transcript
string in an XML file and sends it as an attachment to the next step.
- Transcript
- Is a general step processor that displays the Transcript XML file
attachment to the Records Manager.
Export workflow
The Export workflow
is used to export an entity and its associated metadata to a specified
location. This workflow is launched at the end of the retention period
of an entity. While exporting, it creates copies of entities at the
specified location. The Export workflow is used for making backups
or for transferring entities to a different system or object store.
After
the Export workflow is launched, the following component steps and
step processor UIs are associated with the workflow:
- Generate Transcript
- Is a component step wherein a Transcript XML string is generated
and stored in the data field of the Content Platform Engine.
- Approve (Export)
- Is a general step wherein the Records Manager reviews an entity.
The Records Manager can either approve or reject the entities due
for export.
- Check Entity
- Is a component step that eliminates all the rejected entities
from the previous step and identifies whether the approved entities
are physical, hybrid, or electronic. If no entity is approved for
the Export action, a message is displayed.
- Physical Export
- Performs a physical export of the physical entities. In this step,
you need to specify the export location
- Export
- Exports an entity at the specified location by calling a component
RM Java™ API. For physical or hybrid entities, only the associated
metadata is exported, while for electronic entities both metadata
and contents are exported.
- Set Transcript
- Is a component step that calls the RM Java API to write the Transcript
string in an XML file and sends it as an attachment to the next step.
- Transcript
- Is a general step processor that displays the Transcript XML file
attachment to the Records Manager.
Disposition Review workflow
The
Disposition Review workflow is launched for the review phase of the
disposition schedule. It enables the reallocation of the disposition
schedule, which can result in:
- Scheduling a later review for an entity, following an additional
retention period.
- Marking an entity for permanent preservation and transfer to the
Public Record Office (PRO), immediately or following an additional
retention period.
- Destroying an entity, immediately or following an additional retention
period.
After the Disposition Review workflow is launched, the
following component steps and step processor UIs are associated with
the workflow.
- Approve
- Is a general step processor wherein the Records Manager reviews
an entity and provides relevant review comments. The Records Manager
can approve or reject the execution of disposition actions on the
entity.
- Update
- Is a component step processor wherein the system updates the entities
with the actions taken by Records Manager and the modified values
such as the review date, review comments, or reviewed by. This step
calls the setReviewData method of RM_Workflow_Util.
Two Step Transfer workflow
The
Two Step Transfer workflow first exports entities to the specified
destination then destroys the entities from the original location
on confirmation of export and approval for destruction from the Records
Manager. The entities can be transferred to a specified location at
the end of the retention period of a phase.
After the Two Step
Transfer workflow is launched, the following component steps and general
step processor UIs are associated with the workflow:
- Generate Transcript
- Is a component step wherein a Transcript XML string is generated
and stored in the data field of the Content Platform Engine.
- Approve (Transfer)
- Is a general step processor wherein the Records Manager reviews
an entity before it is transferred, and provides relevant review comments.
The Records Manager can approve or reject the execution of the Transfer
action on the entity.
- Check Entity
- Is a component step that checks whether the entity (and its child
entities) to be transferred is a physical or electronic entity. Additionally,
this step eliminates all of the rejected entities from the previous
step. If no entity is approved for the performing the Transfer action,
a message is displayed
- Physical Transfer
- Is a general step processor wherein the Records Manager enters
the information required to transfer physical entities approved for
transfer. The entities approved for transfer will be transferred to
the specified locations and in the selected format and a transcript
file is generated. This transcript file includes the success/failure
of export for each entity and the status of each step of the workflow
along with the reason for status. This transcript file is then sent
to the Records Manager.
- Transcript
- Is a general step processor that displays the Transcript XML file
that the system generates when the disposition action is performed
successfully on entities approved for disposition. The system automatically
sends this file as an attachment to the Records Manager. This file
contains the information about the success/failure of the disposition
action performed on each entity in the batch approved for disposition,
and the status of each step in the workflow and the reason for the
status.
Interim Transfer workflow
The
Interim Transfer workflow changes the home location of a physical
entity and location of an electronic entity to the specified location
at the end of the retention period of a phase. The Records Manager
must approve the interim transfer of each entity. Before approving
the interim transfer of a physical entity, the Records Manager should
ensure that the physical entity has been manually transferred to the
new location.
After the Interim Transfer workflow is launched,
it is associated with the following component steps and step processor
UIs:
- General Transcript
- a component step wherein a Transcript XML string is generated
and stored in the data field of the Content Platform Engine.
- Approve
- Is a general step wherein the Records Manager reviews an entity
and provides relevant review comments. The Records Manager can approve
or reject the execution of the Interim Transfer action on the entity.
- Check Entity
- Is a component step that checks whether the entity (and its child
entities) to be transferred is a physical or electronic entity. Additionally,
this step eliminates all of the rejected entities from the previous
step. If no entity is approved for the performing the Interim Transfer
action, a message is displayed.
- Interim Transfer
- Exports the approved entities at the specified location and performs
the Destroy action on the entities based on the metadata values.
- Set Transcript
- Is a component step that calls the RM Java™ API to write the Transcript
string in an XML file and sends it as an attachment to the next step.
- Report Transcript
- Is a general step processor that displays the Transcript XML file
attachment to the Records Manager.