IBM Enterprise Records, Version 5.1.+            

Associating a disposition schedule with an entity

Authorized users (Records Manager, Records Administrator, or Reviewer in Pro standard; Records Manager or Records Administrator in DoD or Base) can associate a disposition schedule with a record category or record folder at any point in time. Child containers inherit the disposition schedule. You can associate a disposition schedule with a record category or record folder at the time of creation or later.

To associate a disposition schedule with a record category or record folder for the first time after creation:

  1. For record categories, see Adding a record category.
  2. For record folders, see Adding a record folder.

To associate a disposition schedule later:

  1. Navigate to the container whose disposition schedule you want to assign and click its Get info icon.
  2. Click Disposition in the left panel.
  3. Click Browse Schedule to select a disposition schedule.
  4. At the Select Disposition Schedule window, click Select beneath the name of one of the schedules.
  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.
    • 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.
  8. Click Exit to close the page.
Important:  Records associated with a record type might have a different disposition schedule than their parent container. The disposition schedule associated with the record type takes precedence over the container's schedule. However, when you run sweep, a disposition conflict warning message is logged in the sweep log file if the schedule associated with the parent container has shorter cutoff retention period than the schedule associated with the record type.
See Changing the disposition schedule associated with an entity to change an existing schedule.


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Last updated: August 2011
associate_disposition_schedule.htm

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