IBM Enterprise Records, Version 5.1.2    

Changing the disposition schedule associated with an entity

There might be a situation when the disposition schedule associated with an entity is not serving the required purpose. You want to associate some other disposition schedule with that entity. Also, when an entity is inheriting a disposition schedule from its parent entity and later you want it to be associated with a different schedule. A schedule different from the parent. Finally, you might want to clear an existing disposition schedule until later.

About this task

Assigning a different disposition schedule when affected entities are already cutoff changes their previous disposition. Disposition Sweep discards previous calculations and starts over using the new disposition schedule. Associating a new disposition schedule with an entity can be done by authorized users. These users are Records Managers or Records Administrators is DoD or Base, or Reviewers in Pro standard.

Procedure

To change the disposition schedule assigned to a container:

  1. Go to the entity whose disposition schedule you want to change and click its Get info icon.
  2. Click Disposition.
  3. There are three possibilities. You can review the information pages of any assigned schedule by clicking its Get Info icon.
    • A disposition schedule might already be inherited. The Inherit box is selected. To break the inheritance link and set a new schedule click Browse Schedule or Clear Schedule.
    • A disposition schedule might be listed but the Inherit box is not checked. To use it and set the inheritance link between parent and child, click Inherit. To assign a different schedule, click Browse Schedule or Clear Schedule.
    • There might be no disposition information. To set a disposition schedule, click Browse Schedule.
  4. On the Select Disposition Schedule page, click Select beneath the name of a disposition schedule.
  5. 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 action corresponds to the Propagate new disposition schedule to all immediate children, and all inherited sub-directories option. This action 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 inherited a schedule earlier. This action corresponds to the Propagate new disposition schedule to all inheriting entities option.
      Important: Explicitly reassigning a disposition schedule to a child container that previously inherited the same schedule breaks a link between the parent and child regarding inheritance. Any such container is not assigned to the new schedule you assign to its parent.
    • Propagate the schedule to none of the child containers. The child containers that inherited the old disposition schedule continue to be associated with that schedule but are not categorized as inheriting entities. This action corresponds to the Don't propagate new Disposition Schedule option.
  6. 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 with no assigned disposition schedule, the disposition authority of the schedule overrides the disposition authority set earlier.
  7. Click Apply to save the modifications.

Results

To change the disposition schedule assigned to a record type:

  1. Go to the record type (in the Disposition tab) and click its Get info icon.
  2. Click Disposition Instructions and select a disposition schedule (click Select beneath its name).
  3. Click Apply.


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Last updated: November 2013
change_disposal_schedule_of_entity.htm

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