The undeclare a record action deletes
the record metadata and sets the document's RecordInformation
property of the document to null. During the undeclare
a record action, you can also retain the record metadata.
To retain the metadata, the file plan must be configured to do so.
A Records Administrator or a Records Manager can undeclare
a record. A successful undeclare operation involves disconnecting
each associated document or document version from the record and deletion
action of the record. Each of their respective security settings reverts
back to the security setting of the document before it was declared.
The
following record states do not allow a record to be undeclared:
- A record that is on hold, or that is in a container that is on
hold.
- A record that is marked as deleted.
- A record that is currently involved in an active workflow (for
example, a disposition workflow).
- A record that has federated content.
- A record that cannot be undeclared for any other reason (for example,
lack of security).
To undeclare a single record:
- Right-click the name of the record and select Undeclare.
- Click Accept to undeclare or Exit to
keep the record.
To undeclare one or more records:
- Browse through the file plan hierarchy
or search the file plan to access the records you want to undeclare.
- Select the check boxes to the left of the records that you want
to undeclare.
- From the Multi-Select Actions menu, select Undeclare.
- At the Undeclare window, verify the records
that you want to undeclare are selected and click Undeclare to
undeclare the records or Exit to abort the
action. If you click Undeclare, your records
are undeclared without any further warning.
- After a confirmation message displays to verify the completion
of the Undeclare action, click OK to
return to the Browse page.
- The records are deleted.
- The source documents resume their original security setting and
can be declared again.
- The RMAudit Undeclare event is logged if
Auditing is turned on.