Overview and access

Disposition Eligibility shows a list of records that can be disposed of over a certain time. It also shows the items that are approved for disposal.

Records managers can use this information to know how many records are coming to be disposed off, and to plan resources accordingly. For example, they can ascertain shredding requirements, or assess potential storage savings if the items are disposed​ off. Records managers and responsible attorneys can also view, approve, or deny items that are pending disposition approval.

Only users with File Plan Admin privilege, or Approve Disposition privilege can view the Disposition Eligibility page, and action approvals.

Disposition Eligibility can be accessed from the IRM web client or dashboards.

NOTE: Eligibility searches use Precalculated Eligibility data. The crawl frequency is configurable in Library Manager. During a crawl, eligible items may temporarily not get displayed in results, as the data is still being rebuilt. To avoid this, schedule eligibility crawl to run outside business hours.

Properties

Select  > Properties to view the following information (for a selected item, or the first item in the list if none is selected) in the More Details panel:

  • Properties tab: View and, where applicable, edit information about the selected item.
    NOTE: If you have rights to adjust the box or record property information, it's possible to do so directly within this panel. Any changes made are recorded and displayed in the row boxes.
    Client and Matter information is also displayed on this tab.

  • Holds Tab: Displays information about the holds assigned to the selected item. Select  to filter the holds.

  • Timeline Tab: Displays information about the time, date, and the user who modified the box. Select  to filter the timeline.
    NOTE: To expand or collapse the box details menu, select the Show/Hide Details  icon.

  • Related Tab: Displays the related file parts and allows adding and removing related records.

Filters

You can filter Disposition Eligibility as required. For more information, refer to filters. Also refer to Creating a Dashboard chart from a filtered list.

Actioning disposition approvals

You can approve and deny, or if required, reset items pending disposition approval.

As a Records Manager with (File Plan Admin or) Approve Disposition privilege, you can view and action all items.

As a responsible attorney, you can view and action the items that have been assigned to you for approval.

The action you can take depends on the Approval Status of the item.

Table: Approval status and available actions

Approval status

Actions available

Pending

Approve, Deny

Approved

Deny, Reset

Denied

Approve, Reset

Not Required

N/A

Approving or Denying pending items

  1. In Approval Status filter, select Pending. The list is filtered to show pending items only.

  2. Select the icon on the row of an item pending approval. A drop-down is displayed.

  3. Select Approve or Deny from the drop-down. 

  4. In the confirmation dialog, select Approve or Deny.

  5. If you select Deny, you must:

    1. Select a reason for denial from the Reason drop-down list.

    2. (Optional) Add a comment in the Additional comments field.

    3. Confirm the denial.

You can also use multiselect to approve or deny. Refer to multi select in IRM Web Client.

Resetting approved or denied items

To reset an item or items:

  1. Select the icon on the row of an item with the Approved or Denied status.

  2. From the drop-down list, select Reset.

  3. In the confirmation dialog, select Reset. The approval status of the item is set back to Pending.

You can also use multiselect to reset items. Refer to multi select in IRM Web Client.

Creating a Dashboard chart from a filtered list

You can create a dashboard chart from the list of items displayed. Any filters applied to the list are retained in the chart creation dialog. Refer to Saving existing lists as dashboard charts.

Disposition Eligibility Reports

You can generate reports for eligible items that you wish to manage. Reports are available in PDF, XML, and CSV formats for eligible records and boxes, and filtering is supported. Custom reports loaded from IRM Application Designer can also be selected for generation.

To generate a disposition eligibility report:

  1. Select the More Actions ​ button at the top right of the page.

  2. Select one of​ the following:

    • Generate Disposition Eligibility Report (PDF

    • Generate Disposition Eligibility Report (XML)

    • Generate Disposition Eligibility Report (CSV)

  3. In the confirmation dialog, you may have the option to select a custom report that's configured by your organization. If so, select the required report from the drop-down list.

  4. Select Generate. The report is generated in the specified format.

Row actions

The row actions available depend on which type of item is selected.

Row actions for records

When records are displayed, the following actions are available when the icon is selected on a particular row:

  • Relating file parts

  • Approve

  • Deny

  • Reset

  • Properties

  • View Electronic Rendition

  • Viewing electronic records in IRM Web Client

  • Copy Record ID

  • Add to My Favorites

Actions, which can be performed simultaneously on multiple records, are available in the multiselect action section. Refer to Multiselect in IRM Web Client.

Row actions for boxes

Select a box and (on that row) and then select the icon. The following actions are displayed:

  • Generate Box Detail Report (PDF, XML, or CSV)

  • Approve

  • Deny

  • Reset

  • Properties

Actions, which can be performed simultaneously on multiple boxes, are available in the multiselect action section. Refer to Multiselect in IRM Web Client.