In the Navigation pane, select the Administration tab.
From the New menu in the toolbar, select Retention Event. The New Event dialog opens.
Complete the following fields:
Name: Enter a name for this retention event.
Event type: Select the action that should be performed once the disposition date is reached. For destruction events, the event type also defines the destruction mechanism.
Move: The record is moved to a new location.
Destroy: The record is destroyed.
Return to client: The record is returned to the client.
Archive: The record is archived.
NOTE:Additional event types can be created in Library Manager. Additional event types that are unique to electronic records are available. Refer to /wiki/spaces/IRMDL1/pages/269682829.
Event types include an Apply hold property that can be enabled in Library Manager. When this property is enabled, a retention hold on an item makes it ineligible for events of this type.
Prerequisite record status: Before the retention event occurs, define the record's status so that it's eligible for the event. If a prerequisite status isn't necessary for the retention event to occur, leave the check box clear.
Active: This is the default status applied to new records.
Archived: The record's status is archived.
Destroyed: The record's status is destroyed.
Inactive: A similar status to archived, where the record is no longer expected to be circulated. This status is used as a precursor to the Archived state.
Set status to: After this retention event occurs, define the status to apply to the record.
NOTE: Define a common post status for all events of the same event type. For example, for events of the type Archive, set the post status to Archived. You can set events of the same type with different post statuses, but iManage suggests not doing this.
Period: Define the duration of this retention event. This field determines the amount of time before the retention event occurs. Enter the appropriate number, and then select the time period (Years, Months, or Days). For example, to set the disposition to 30 days, enter 30 and then from the list, choose Days.
File part trigger date: Turned off by default and is turned on only when the event type selected is a trigger.
File part retention date: Select one of the dates as the start of the retention period for the file part retention event:
Matter Open date
Matter Close date
Matter Modified date
Matter Retention start date
Matter Created date
File part Created date
File part Modified date
File part Circulation date
File part Open date
File part Close date
File part Retention start date
File part Last review date
File part Cutoff date
File part Last disposition date
Box retention date: This date is used to determine retention eligibility based on storage box properties. Choose one of the dates as the beginning of the retention period for the box retention event:
Box eligibility Created date
Box eligibility Modified date
Box eligibility Circulation date
Box eligibility Retention start date
Box eligibility Open date
Box eligibility Close date
Authority: Enter the legislation or business rule that sanctions this disposition, for example—US Code 579837, Section 4, Rule 18.
Suggested location: Some events require the relocation of file parts or boxes, such as archiving to an offsite location. Select the
icon and select the new location to which this item should be moved.Type of box: Enter the type of box desired, for example: Preservation, Standardized, Rigid, and so on.
Copy holders: Enter any users who are designated to act as official holders of copies of regulated documents.
Filing instructions: Write any specific instructions for the filing clerk or Records Manager about this particular disposition.
Description: Enter a short description of this retention event.
Contact: Enter the contact person for this event. Typically this is the authorized person who must approve the action defined in this retention event.
Select OK.