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:
- For record categories, see Adding a record category.
- For record folders, see Adding a record folder.
To associate a disposition schedule later:
- Navigate to the container whose disposition schedule you
want to assign and click its Get info icon.
- Click Disposition in the left panel.
- Click Browse Schedule to select
a disposition schedule.
- At the Select Disposition Schedule window,
click Select beneath the name of one of the
schedules.
- 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.
- 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.
- Click Apply to save the modifications.
- 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.