IBM Enterprise Records, Version 5.1.+            

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 and you want to associate some other disposition schedule with that entity. Another situation might be when an entity is inheriting a disposition schedule from its parent entity and later you want it to be associated with a different schedule rather than that of the parent. Finally, you might want to clear an existing disposition schedule until later.

Assigning a different disposition schedule when affected entities have already been cut off 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 (Records Manager, Records Administrator, or Reviewer in Pro standard; Records Manager or Records Administrator in DoD or Base).

To change the disposition schedule assigned to a container:

  1. Navigate to the entity whose disposition schedule you want to change and click its Get info icon.
  2. Click Disposition in the left panel.
  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 have been 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 may 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 sub-containers regardless of whether they inherited the earlier disposition schedule. This corresponds to the Propagate new disposition schedule to all immediate children, and all inherited sub-directories option. This 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 only inherits a new schedule if you had previously inherited a schedule. This corresponds to the Propagate new disposition schedule to all inheriting entities option.
      Important:   Be aware that explicitly reassigning a disposition schedule to a child container that previously inherited the same schedule breaks a link between the parent and child with regard to inheritance. Any such container will not be assigned to the new schedule you assign to its parent.
    • Propagate the schedule to none of the child containers. In this situation, the child containers that inherited the old disposition schedule will continue to be associated with that schedule but will not be categorized as inheriting entities. This corresponds to the Don't propagate new Disposition Schedule option.
  6. If desired, enter Disposition Authority information as required by your organization's compliance rules.
    Attention: By default, the disposition authority specified for the selected disposition schedule will be 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 will be applicable. If a disposition authority was set when the container was created but no disposition schedule was assigned, the schedule's disposition authority will override the disposition authority set earlier.
  7. Click Apply to save the modifications.

To change the disposition schedule assigned to a record type:

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


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Last updated: August 2011
change_disposal_schedule_of_entity.htm

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