An event is the occurrence of a specified condition based on which the system triggers an action on entities. An event is attached to a disposition schedule and automatically triggers the cutoff for the entity with which the schedule is associated. For example, you can create an event called "Completion of contract" and associate it with a disposition schedule. When the contract expires, this event will occur and trigger the cutoff and associated cutoff action for the entity. You can create multiple events and associate different events with different disposition schedules. For more information about associating an event with a disposition schedule, refer to Define a disposition schedule.
Only the records administrator or records manager can create, modify, or delete an event. The Configure tab lists the following types of event triggers:
External events occur outside the system, but may directly impact the cutoff and disposition of entities. Therefore, an authorized user notifies the system about the occurrence of such events. For example, there might be a change in administration that could delay disposing of unnecessary or old records. An authorized user who anticipates such a situation can create an external event and associate it with a disposition schedule. When the external event occurs, an authorized user enters the actual date, which triggers cutoff and disposal of the entity.
An internal event refers to a change in an entity's metadata. Unlike external events, internal events are internally identified by the system. These events are triggered automatically when the specified condition is fulfilled. For example, the system could track when a volume closes and trigger cutoff and disposition at that time. An internal event acts on the type of entity you specify in the aggregation field.
Recurring events are the events that recur automatically after a specified time interval. They are used to trigger periodic reviews of vital records. For example, you can create a recurring event called "Monthly review" and specify a frequency of one month. By creating this event, you can ensure that the review of the associated entity happens every month with the occurrence of the event. For more information about vital records, refer to Vital Records.