The application enables you to perform actions defined by individual retention events. These actions are performed based on an eligibility search.
Note: You must have the Process Disposition Events privilege to process retention events.
Processing retention events is a two-step process that consists of the following:
Searching for Disposition Eligibility
A disposition eligibility search finds items that are eligible for the specified event type (Move, Destroy, and so on) on the specified date, and which satisfy the following conditions:For the specified event type, the eligible item, and all of its contents must have a retention schedule that includes at least one retention event assigned for that type.
Sub-items (except root-level file parts) with no assigned retention schedule are assumed to be eligible based on the eligibility of the parent item.
For the specific retention event, the eligible item and sub-items must have a record status that matches the retention event's prerequisite record status. Unless there is no prerequisite record status required for the event to occur.
For destruction event types, the item must be eligible as of the current date, as well as being eligible for the date specified in the search. You can search for the future eligibility of items, but you can't destroy items based on a future eligibility. For all other event types, the item must be eligible on or before the date specified in the search.
Refer to Generate File Part Eligibility Reports and Generate Box Eligibility Reports.
Processing a Retention Event for an Item
After searching for eligible items, you can process retention events on them. Processing a retention event involves executing a transaction defined in the retention event.
NOTE: For destruction event types, you must have Delete access to the item, and all its sub-items, as well as the Process Disposition Events privilege. For non-destruction event types, you must have Modify access to the item, and all its sub-items or the File Part Manager privilege.
To process a Retention Event on an item:
In the Navigation pane, select the Records tab.
Search or browse for the item.
Right-click the item, and then select Dispose Records. A confirmation message displays.
Select Yes. The Disposition Processing dialog box opens.
Choose if you want to process the event only on the selected items, or all items found in the search performed in step 2.
In the Selected Event Type field, select the
icon and then select the Retention Event. The retention event you choose determines the action taken on the item, such as archival or destruction.
NOTE: For destruction event types, the item must be eligible as of today’s date.
Select Process. The results display in the Results pane of the dialog.
Select Close.
For electronic records, you can track the results of disposition actions performed on them. In the Records Policy pane of the Administration tab, the Disposition Processing node includes the following tabs:
Pending Records: Displays a list of records that are pending disposition from the disposition action performed on them. Once the iManage Records Policy Service processes the action, the record is removed from this list.
Processing Errors: Displays a list of records that encountered errors when processing disposition actions on them. It also provides details of the errors, such as failure explanation along with checked out document number, and so on. To clear these processing disposition errors, right-click on an error, or multiple errors, and then select Clear Error.
Import Errors: Displays a list of import errors with details of the item type, next and last sync dates, Work database, activity type, created date, ID, and description. Import errors can also be searched by item type, activity type, and last sync date.
Sync Status: Displays the sync status of the policy service, with details of date/time of last event processing, records filed, and more.
NOTE: Configuration of filters is available from the Configure link on some of the Disposition Processing nodes tabs.