Retention period cutoff causes a cutoff action to occur at the end of the time unit specified in the retention period. After cutoff, the content item is retained for the retention period specified in the disposition rule. For instance, when retention period cutoff is used as a triggering event and a retention period of three calendar years is specified, the cutoff takes place at the end of the current year and the affected content is retained for three years after the end-of-year cutoff.

Trigger retention periods are available if the AllowRetentionPeriodWithCutoff variable is enabled. It is enabled by default.

Note that negative retention periods are available only if the following variables are enabled in the records_management_environments.cfg file:

• AllowRetentionPeriodWithoutCutoff=1. When enabled, retention periods are allowed with other triggering events in addition to the default ones of Cutoff and Preceding Action.

  dDispPeriod:allowSignedInteger=1
  dDerivedMonthDelay:allowSignedInteger=1
  dDerivedDayDelay:allowSignedInteger=1
  

• When enabled, a negative retention period can be supplied for any trigger except for Cutoff and Preceding Action.

  For example:

  Triggering Event =Contract Ended
  Retention Period =-1 month
  Disposition Action =Notify Authors
  Triggering Event =Preceding Action
  Retention Period =3 months
  Disposition Action =Archive

When a preceding action in a disposition instruction sequence completes processing, the next subsequent rule begins. The system tracks when a preceding action completes, and automatically triggers the next step in a disposition sequence.

System-derived global triggers based on an item or folder state can be affected by an implicit or explicit change in an item or a record folder. An example of an implicit change is when an item has an activation date set in the future. The system is aware of the future activation date and it activates the item at the indicated date and automatically changes the state of the item to active. The Records Administrator does not have to perform any explicit action other than indicating the future activation date. An example of an explicit change in state is when an administrator manually cancels or expires a specific item. When content assumes another trigger-dependent state, the associated disposition rule operates on the item.

1. Choose Records then Configure from the top menu.
2. Choose Retention then Triggers from the page menu.
3. On the Configure Triggers page, select the type of trigger to create (Global, Custom Direct, or Indirect). Choose Add.
4. On the Create or Edit Trigger Type page, select a Security Group and Author from the lists if default security is enabled. Otherwise, the default Security Group is always RecordsGroup and the author defaults to the user with the Records Administrator or Records Officer role who created the trigger, even if these fields are not displayed at the time the trigger was created.
5. (Optional) If the organization uses the accounts security model, indicate the Account for the trigger.
6. Enter a name to a maximum of 100 characters.
7. Enter specific Trigger Information:

   Global Triggers Only: Enter an Activation Date. If not entered it is considered a dormant trigger, which can be activated later.

   Custom Direct Triggers only: Optional, but at least one Content or Folder Date Field should be selected. Select a Content Date field or fields for the trigger from the Content Date Field(s) list. The field is subject to an ACL character limitation of 100 characters, although the database can be changed to accept more characters into this field.

   Custom Indirect Trigger: Select a content field on which the indirect trigger is based and a folders field on which the indirect trigger is based.

   The New Revision Date option is available only if Enable New Revision Date Trigger Field was selected during configuration. With this date field selected, whenever a new revision of a content item is checked in, all revisions of the content item, including the latest one, are stamped with the date of the new revision. With this functionality retention rules such as Delete if not updated in X number of years can be created.

8. Synchronize on Period Start Date: If selected, the start date is used to synchronize the trigger. This is similar to a cutoff disposition action. For example: if a disposition is After activate wait 1 month then delete, if a record is activated on 1/15/10, then the system will synchronize to 1/31/10 and add 1 month before deleting.
9. (Optional) If ACL-based security is enabled, click Group and User Permissions for the trigger. This limits who can edit the trigger.
10. Click Create.

    A message appears stating the trigger was created successfully.

11. Click OK.

    Custom Indirect Triggers: Enter the date periods for the trigger.

1. Choose Records then Configure from the top menu.
2. Choose Retention then Triggers from the page menu.
3. On the Configure Triggers page, select the type of trigger to view (Global, Custom Direct, or Indirect).
4. Click the trigger name to view.
5. When done, click OK.

1. Choose Records then Configure from the top menu.
2. Choose Retention then Triggers from the page menu.
3. On the Configure Triggers page, select the type of trigger to view (Global, Custom Direct, or Indirect).
4. Click the trigger name to view.
5. On the page menu on the Trigger Information page, choose References.

   The Trigger References page opens, showing category dispositions the current trigger is referenced by, with a link to each of the referencing category disposition. If the link is clicked, the Disposition Information page of the referencing disposition opens.

6. When done, click OK.

1. Choose Records then Configure from the top menu.
2. Choose Retention then Triggers from the page menu.
3. On the Configure Triggers page, select the type of trigger to view (Global, Custom Direct, or Indirect). Navigate to the trigger to delete.
4. Choose Delete Trigger on the trigger's Actions menu.

   A message appears stating the trigger was deleted successfully.

5. Click OK.

1. Choose Records then Configure from the top menu.
2. Choose Retention then Triggers from the page menu.
3. On the Configure Triggers page, click the Indirect tab. Choose Trigger Dates Info from the Actions menu for the Audit Approval trigger.
4. Choose Trigger Dates Info on the page menu.
5. On the Indirect Trigger Date Entries page, click Add.
6. On the Create or Edit Indirect Trigger Date Entries page, select the trigger period that needs an activation date. If the defaults will not be used, populate the Trigger Period list in the Configuration Manager utility before performing this action.
7. Enter an activation date for the trigger period. Select the date from the Calendar icon. The time can be edited directly in the Activation Date text box. Be sure to use the time format configured by the system defaults.
8. Click Create.

   The Trigger Date Entry information is added to the Indirect Trigger Date Entries for Audit Approval page.

9. Repeat as needed to define dates for each indirect trigger period.

1. Choose Records then Configure from the top menu.
2. Choose Retention then Triggers from the page menu.
3. Choose Delete from the trigger's Actions menu on the Configure Triggers page.

1. Choose Records then Configure from the top menu.
2. Choose Retention then Triggers from the page menu.
3. On the Configure Triggers page, choose Edit then Edit Trigger from the trigger's Actions menu.
4. On the Create or Edit Trigger Type page, select the trigger period to disable from the trigger period list, and click Info.
5. On the Create or Edit Indirect Trigger Date Entries page, deselect Enabled, and click Submit Update.

   The Enabled field for the Trigger Period that was edited now displays No.

6. Click the Configure Retention Schedule Components link at the top of the page to return to the Configure Retention Schedule Components page.

1. Choose Records then Configure then Triggers.
2. On the Configure Triggers page, click Add in the Global Trigger area.
3. Enter Case 123 Closed as the name on the Create or Edit Trigger Type page.
4. Enter an Activation Date, either the current date or an earlier date. The activation time is midnight (12:00 AM) by default.
5. Click Create.

   A message appears stating the trigger was created successfully. The Enabled label indicates Yes and the Activation Date is displayed.

1. Create the custom field for the Employee Termination Date using the Configuration Manager utility.
2. Create a custom direct trigger keyed off a date field.
3. Set up the disposition instruction activated by this custom trigger. The disposition instruction performs the cutoff when the employee termination date is entered, retains the item for 3 years, and then destroys the record.
4. As a last step, test the trigger to verify it is working correctly.

An event disposition is when items are eligible for disposition when an event takes place. Upon the occurrence of a specified event, or immediately thereafter, an item is eligible for the disposition. The event itself acts as a cutoff or closing occurrence. An event disposition does not have a retention period and uses actions like Delete Revision and Delete All Revisions. Typical examples of an event disposition instruction are Destroy When Obsolete or, in the case of classified content, Retain For Ten Years After Declassification. The disposition actions can vary.

• Content that is tracked for DoD purposes use actions like Destroy and Retain, and the states of the items are Obsolete and Declassified, respectively.

• Non-DoD content uses actions like Delete Revision and Delete All Revisions.

To view an example step-by-step procedure for creating an event disposition, see Event Disposition.

If classification is used (an optional security feature that is also certified to comply with the Chapter 4 requirements of the DoD 5015.2 specification), an event disposition can be set to declassify content on a specific date or downgrade classification on a specific date.

To summarize, event dispositions do not have retention periods and have an implicit, system-derived cutoff.

A time disposition has a fixed retention period and begins with a user-defined file cutoff. The retention period must transpire before the disposition instruction takes action on the content item. Typical examples include the following:

• Cutoff at the end of the (fiscal or calendar) year

• Retain for three years, then destroy

• Cut off at declassification, retain for ten years, then destroy (DoD classified items)

To view an example step-by-step procedure for creating a time disposition, see Time Disposition.

To summarize, time dispositions have retention periods and explicitly defined cutoffs.

A time-event disposition is a disposition instruction beginning with a specified triggering event. After the event has transpired, then the folder or content item is cut off and the retention period is applied. A typical example of a time-event disposition instruction is Destroy five years after a (legal) case is closed. To view an example step-by-step procedure for creating a time-event disposition, see Time-Event Disposition.

To summarize, time-event dispositions have explicitly defined events, cutoffs, and retention periods.

Content items that have a retention period of less than one year are typically cut off at an interval equal to the retention period. For example, if a retention category has a retention period of one month, cut the folder off at the end of each month. Then, apply the retention period for another month before applying the final disposition, such as destroying the items.

When a content item has a retention period of one or more years, cut off the folder at the end of each fiscal or calendar year. After the end of year cutoff, apply the retention period.

On the date the event or action is completed, perform the cutoff, then apply the retention period.

1. Choose Records then Configure from the top menu.
2. Choose Retention then Settings.
3. On the Configure Retention Settings page, expand the User Interface section if necessary. Select User-Friendly Disposition.
4. Click Submit Update.

   A message appears stating the configuration was successful.

5. Click OK.

1. Click Browse Content then Retention Schedules.
2. In the row for the retention category on the Exploring Retention Schedule page, choose Edit then Edit Disposition from the item's Actions menu.

   The (initially blank if creating a disposition) Disposition Instructions page opens.

3. In the Disposition Instructions area, click Add.
4. On the Disposition Rule page, choose the disposition rule's triggering event from the Triggering Event (After) list.
5. If the disposition rule has a retention period, enter an integer value for Retention Period (Wait for) and select the corresponding period from the Retention Period list.

   Required or optional depending on the disposition instruction scenario. For retention categories, a user can specify a retention period only for the Retention Period Cutoff and Preceding Action triggering events. For content item categories, a user can specify a retention period for all triggering events. With this functionality, a user can create disposition rules for content such as Delete all old revisions three months after the last new revision was checked in.

6. Select an action for the rule from the Disposition Action (Do) list. The system sends an email message to the person responsible for performing this action.
7. (Optional) If a user other than the category author should review the email notifications triggered by the disposition rule, specify the user in the Notification Reviewer field by entering the user name or selecting a user from the list next to the field. If not specified, only the category author is notified of events triggered by the disposition rule. If specified, it depends on the software configuration who will receive email notifications, either the specified user and the category author (the default) or the specified user only.
8. If the item should go through an external approval process, select the check box. This option only appears if an external approval process has been set up on the system (for example, if a record on an external system is to be managed by the local system without being physically present).
9. (Optional) Click the plus symbol (+) to expand the lower section of the screen. If the disposition instruction applies only to a specific record folder, select the folder from the Apply to Folder (On Folder(s)) list. Otherwise, allow the instruction to apply to all folders within a category.
10. (Optional) If the disposition instruction applies only to other retention objects, select an object from the list. Otherwise it will apply to all objects.
11. (Optional) When creating a category disposition using Accession, Archive, Move, or Transfer, a field is available to designate how archiving is to be done through the Location Type list.

    When an item is archived to an external storage location using File Storage, FTP, or WebDAV, the metadata audit history is included with the item's metadata. Select an alternate metadata path if needed. If the alternate metadata path required authentication, it must match that of the primary archive path. A user can elect to be prompted for this information or use default information provided in the user profile, as discussed below.

    WebDAV will support a PropPatch method that assigns meta values to a file that has been uploaded to a WebDAV server. To enable this functionality, a configuration variable must be set.

    By default when the action is performed, a zip file containing the items associated with the disposition is placed in the storage location. Select the box to unpack the zip file at destination.

    Depending on the location type chosen, fill in the following information:

    • File Storage: Enter the storage path for the archive file.

    • FTP: Specify the path to the FTP server and the directory location for the archive and, if chosen, the meta path. Enter the appropriate user name and password.

    • WebDAV: Specify a valid WebDAV path and, if chosen, the meta path. Enter the appropriate WebDAV user name and password.

    • Other: This selection specifies that the archive will download manually when the action is performed. If the destination has an associated location or container, enter a description in the appropriate text box.

    Items can also be transferred to an external workspace. Set up the external workspace by clicking My Profile. Click Edit next to the User Workspace caption. An external workspace can be a local file system, a FTP server, a WebDAV server, or a manual download and can be set up in the same way the Location Type is set up here.

    Note:

    You can set defaults for the location type for each user. Click the user name in the top right corner of the screen. The My Profile page opens. Click Edit in the User Workspace section. You can set default locations, passwords, and other details for the location types there.

12. If necessary, choose a physical container for an external record folder, such as a barcode or some other means of identification. Maximum characters: 30.
13. If necessary, map fields when exporting data to another system that may have metadata fields with different names. Field mapping can be used when creating the meta file for export. If a field is mapped, then the mapped name are used in the file instead.
14. After making selections if necessary reorder the instructions in the list. If Cutoff is present, it must be the first rule. If the Destroy or Accession rule is present, those rules must be last.To reorder an instruction, select it in the list, and click the up or down arrow.
15. Click Submit Update.

    A message appears with the disposition information.

16. Click OK.

1. Choose Browse Content then Retention Schedules.
2. Navigate to the appropriate retention category on the Exploring Retention Schedule page.
3. In the row for the retention category, choose Edit then Copy Disposition From from the item's Actions menu.

   A prompt appears, asking permission to overwrite the rules with rules from another category. Click OK to continue.

4. The Browse for Category page opens. This is similar to the Select Retention Series, Record Folder or Category dialog. Choose a category in the list from which to copy a disposition rule.
5. If needed, edit the rules on the Disposition Instructions page in the same manner as described earlier.
6. Click Submit Update.

   A message appears with the disposition information.

7. Click OK.

1. Choose Browse Content then Retention Schedules.
2. Navigate to the appropriate retention category on the Exploring Retention Schedule page.
3. In the row for the retention category, click the Info icon.
4. When done, click OK.

1. Choose Browse Content then Retention Schedules.
2. Navigate to the appropriate retention category on the Exploring Retention Schedule page.
3. In the row for the retention category, click Edit then Edit Disposition.
4. On the Disposition Instructions page, select the rule to delete and click the Delete icon (a red x in a circle).
5. The rule is deleted from the list. Repeat for each rule to delete.
6. Click Submit Update.

   A confirmation message appears.

7. Click OK.
8. It is advisable to run the Batch Services after deleting a disposition rule in order to recompute disposition actions. Batch services are run automatically or can be initiated by selecting the appropriate action by choosing Records then Batch Services from the top menu.

1. Navigate to the appropriate retention category.
2. In the row for the retention category, choose Edit then Edit Disposition from the item's Actions menu or click the Info icon and choose Edit then Edit Disposition from the page menu on the Retention Category Information page.

   The (initially blank) Disposition Information page opens.

3. In the Disposition Instructions area, click Add.
4. On the Disposition Rule page, in the Triggering Event list, click the Obsolete option.
5. In the Disposition Action list, click the Destroy option.
6. Click OK.

   The disposition rule is displayed in the Disposition Instructions box.

7. Click Submit Update.

   A confirmation message appears.

1. Navigate to the appropriate category.
2. In the row for the retention category, choose Edit then Edit Disposition from the item's Actions menu or click the Info icon and choose Edit then Edit Disposition from the page menu on the Retention Category Information page.
3. On the Disposition Instructions page, in the Disposition Instructions area, click Add.
4. On the Disposition Rule page, in the Triggering Event list, select No Longer Latest Revision. The Retention Period field becomes available.
5. In the Retention Period fields, enter 1 and select Weeks from the Retention Period list.
6. In the Disposition Action list, click the Notify Authors option.
7. Click OK.

   The disposition rule is displayed in the Disposition Instructions box.

8. Click Submit Update.

   A completion message appears.

1. Navigate to the appropriate category.
2. In the row for the retention category, choose Edit then Edit Disposition from the item's Actions menu or click the Info icon and choose Edit then Edit Disposition from the page menu on the Retention Category Information page.
3. In the Disposition Instructions area of the Disposition Instructions page, click Add.
4. In the Triggering Event list on the Disposition Rule page, click the Retention Period Cutoff option. The Retention Period field becomes available.
5. In the Retention Period field, enter 3 and select Fiscal Years on the Retention Period list.
6. In the Disposition Action list, select the Destroy option.
7. Click OK.

   The disposition rule is displayed in the Disposition Instructions box.

8. Click Submit Update.

   A confirmation message appears.

1. Choose Records then Audit then Retention Steps from the top menu.
2. On the Retention Step Search page, select the criteria for the search from the provided lists. The options on the lists will vary depending on customizations in place at the site. This list provides some examples of the type of criteria available:

   • Sources: Choose the repository source for the search. Click Select to display a list of sources that can be used.

   • Disposition Criteria: Includes criteria specific to dispositions such as a derived triggering event or location type.

   • Category Criteria: Includes criteria specific to retention categories such as restrictions (edits, revisions, deletions) and review information (review periods and reviewers).

   • Records Folder Criteria: Includes criteria specific to folders such as cutoff date, profile trigger, and freeze name for freezes applied to the folder.

   • Content Criteria: Includes criteria used for content such as author and content type.

   • Retention Steps Criteria: Includes options for retention actions such as freezing dispositions and action state.

3. Select sorting preferences in the Results Options area.

   • Use the defaults or select another option from the Sort By list.

   • Sort by default descending order or select ascending order.

4. To view the results of the screening immediately, click Search. Any results matching the screening criteria display in a result page.
5. To schedule the retention report to run later, select the criteria for the screening and click Schedule.
6. On the Schedule Retention Step Audit Report page, provide a name for the screening report.
7. Provide the start date of the screening report. This is the date the scheduled screening report will be generated. If the screening report is recurring, the first screening report is generated for the first time on this date, and all subsequent reports at the end of each recurring period after this date.
8. To create a screening report periodically rather than just once, select Is Recurring. Specify the interval at which the recurring screening report will be created (for example, every 2 weeks).
9. Click OK when done.

1. Choose Records then Audit then Failed Dispositions from the top menu.
2. Use the Failed Dispositions page to view information about failed disposition actions. The following actions can also be performed:

   • To restart the disposition, select the check box for the item and choose Retry from the table menu.

   • To create a report of failed dispositions, select the items to include in the report then choose Create Reports from the table menu.

   • To mark the disposition as complete regardless of whether the action succeeded or not, select the check box for the item and choose Skip from the table menu. Use this option with caution because it may have unforeseen consequences when a disposition is skipped.

1. Choose Records then Approval from the top menu.
2. Choose the type of pending approval to view: Reviews or Dispositions.
3. The resulting pages list actions awaiting approval. It lists actions assigned to the logged-in user as well as actions assigned to other users if the logged-in user has permission to see those actions.

1. Follow the link in the email sent by the system to notify the reviewer, or choose Records then Approvals then Pending Reviews.
2. On the Pending Reviews page, select the check box of the item to be reviewed then choose Set Dates and Mark Reviewed from the table menu. If this is a folder to review, the option Mark Reviewed Recursive can be used to mark all items in the folder as reviewed.

   In addition, you can choose Set Dates then Mark reviewed from the Actions menu for individual items.

   To perform a different action involving dates (mark the item as expired, cancelled, or obsolete, for example), choose Set Dates from the item's Actions menu and choose the appropriate menu option.

3. Enter a comment for the action (review, expiration, and so on) or leave that field blank if a comment is not needed.

   The current date is inserted to indicate the date when the action happened. This date can be changed by typing a new date or selecting one from the calendar icon.

4. After inserting the information, click OK.

   The item is removed from the list of pending reviews.

1. Find the Retention category or folder to use.
2. Choose Edit then Edit Review from the page Actions menu (if editing a category review) or the item's Actions menu (if editing a folder review).
3. To change a review category to non-review category, deselect Subject to Review. The remaining fields become gray and unavailable. To change a non-review category to a review category, select Subject to Review.

   Note:

   The review setting is inherited. If items or record folders should stay as subject to review, set the review information for the child record folders that no longer inherit review status from their retention category. Any content filed directly into retention categories are directly affected by review status changes.

4. To select, remove, or change a reviewer, select the reviewer from the Reviewer list. Select the topmost blank to remove the reviewer and allow the system default to designate the reviewer.
5. To edit or enter the review period, enter an integer and select a review period in the Review Period box and list.
6. Click Submit Update.

   An update message appears, and the Retention Category Information page opens with the review information that was entered.

The follow disposition events require multiple steps for processing:

• Accession: An accession is one of the last actions in a disposition sequence. Files for accession are stored in a directory (typically in the weblayout_dir/groups/secure/rm/RmaAccessionApp directory) and a user can then choose how to hand off the files to the final archive institution.

  The option also is available to destroy the items while retaining their metadata or to destroy items without retaining metadata. This option is selected when the category's disposition is created. An accession event consists of two steps: it must be approved first and then, after the action has been carried out, it must be marked as completed.

• Archive: The Archive action creates a zip file of the content and folder. Within each zip archive, there is a copy of each item and its metadata. The meta files contain the item metadata in the format specified by the Archive Meta Data Format setting on the Configure Retention Settings page (hda, xml, or csv). An archive event consists of two steps: it must be approved first and then, after the action has been carried out, it must be marked as completed. The .zip file is stored in a location on the computer. To see the location, choose Archive Location from the Actions menu of an Archive action on the Pending Dispositions page.

• Move: A move action does not leave a copy of internal (electronic) items on the system. This action should not be confused with moving retention items within the retention management system, which is accomplished with the Move command within the retention schedule (Browse Content menu). A move event consists of two steps: it must be approved first and then, after the action has been carried out, it must be marked as completed.

• Transfer: A transfer action leaves a copy of internal (electronic) items on the retention management system. A transfer event can be considered complete when an organization sends the items to another organization. A transfer event consists of two steps: it must be approved first and then, after the action has been carried out, it must be marked as completed. A terminal transfer action is when the transfer disposition action is the last action for a disposition schedule. If the Transfer action is the last step (rule) in a disposition action, the items must be destroyed before the step can be marked as completed.

One aspect of these events is the ability to destroy items in conjunction with the processing. For example, you can choose to transfer items and destroy the metadata after the transfer, or you can retain the metadata. Another example is to move content and either destroy or keep the metadata. These actions are chosen when the disposition for the category is set up initially.

The number of disk scrubbing passes that accomplish the destruction can be configured by setting the following variable in the config.cfg environment file:

RecordsManagementNumberOverwriteOnDelete

Restart Content Server after setting this variable. By default, the number of scrubbing passes on the hard disk is set to 2.

The destroy process can consist of one or two steps. For electronic (internal) items, multiple actions are carried out automatically by the system. If metadata was to be destroyed with the items, that is done as well.

For physical (external) items, which are managed using Physical Content Management, two steps are required: the event must be approved first and then, after the external items have been destroyed manually, it must be marked as completed.

The following dispositions require single step processing:

• Classified Records Actions

  • Review Classification: This action indicates it is time to review the security classification status of an item.

  • Upgrade Classification: This action indicates it is time to increase the security classification of an item. Classifications can be increased as high as the classification of the user applying the classification.

  • Declassify: This action indicates it is time to declassify content.

  • Downgrade Classification: This action indicates it is time to lower the security classification of an item.

• Dispose Actions

  • Delete Previous Revision: This action indicates it is time to delete the revision before the content item revision that triggered the disposition action. The revision that activated the trigger may be the latest revision of a content item, but does not need to be.

    • If a content item has 5 revisions and this disposition action is activated for revision 5 (the latest revision), then only revision 4 is marked for deletion.

    • If a content item has 5 revisions and this disposition action is activated for revision 3, then only revision 2 is marked for deletion.

  • Delete Revision: This action indicates it is time to delete the content item revision that triggered the disposition action. This revision may be the latest revision of a content item, but does not need to be.

    • If a content item has 5 revisions and this disposition action is activated for revision 5 (the latest revision), then only revision 5 is marked for deletion.

    • If a content item has 5 revisions and this disposition action is activated for revision 3, then only revision 3 is marked for deletion.

  • Approve Deletion: This action indicates it is time to approve record folders or content for deletion.

  • Delete All Revisions: This action indicates it is time to delete the content item revision that triggered the disposition action and all earlier revisions. The revision that activated the trigger may be the latest revision of a content item, but does not need to be.

    • If a content item has 5 revisions and this disposition action is activated for revision 5 (the latest revision), then revisions 1 through 5 are marked for deletion (effectively removing the content item altogether).

    • If a content item has 5 revisions and this disposition action is activated for revision 3, then revisions 1 through 3 are marked for deletion.

    • If the DoD Config module is enabled, all revisions can be deleted and the metadata destroyed or kept, or only old revisions destroyed. Metadata cannot be retained unless the DoD Config module is enabled.

  • Delete Old Revisions: This action indicates it is time to delete all revisions before the content item revision that triggered the disposition action. The revision that activated the trigger may be the latest revision of a content item, but does not need to be.

    • If a content item has 5 revisions and this disposition action is activated for revision 3, then revisions 1 and 2 are marked for deletion.

    • If a content item has 5 revisions and this disposition action is activated for revision 5 (the latest revision), then revisions 1 through 4 are marked for deletion.

  • Delete Working Copy: This action deletes the working copy of a cloned content item. It first deletes the direct working copy of the clone. Then all previous revisions of the working copy are deleted until a revision of the fixed clone itself is found. The deletions stop at that point.

  • Delete Previous Clones: This action deletes the previous clone of a content item.

• Other

  • Check in New Revision: This action indicates it is time to take the latest revision of the affected content items and check in a copy of this revision as a new revision. This may be useful to process a content item revision based on changed historical information, refresh an expired document, or enter a content item into a criteria workflow for disposition processing.

  • Activate: This action indicates it is time to activate record folders or content.

  • Close: This action indicates it is time to close record folders.

  • Cutoff: This action indicates it is time to cut off content or record folders from further processing. Cutoff refers to changing the status of items to prohibit further processing.

  • Cutoff and Create Volume: This creates a volume folder, content is placed inside, and the volume is cut off.

  • Expire: This action indicates it is time to expire record folders or content.

  • Obsolete: This action indicates it is time to mark content as obsolete.

  • Mark Related Content: This action marks any content linked to the current content. This can be used as a trigger action in a custom direct trigger that uses the xRelatedContentTriggerDate field.

  • No Action: This action indicates there is no action to take currently. This action is usually found mid-disposition. A No Action action acknowledges a disposition milestone has passed, and the next step in the disposition begins processing.

  • Notify Authors: This action indicates it is time to notify the author of the affected category that disposition actions are due for the category.

  • Supersede: This action indicates that new content will be checked into the category or folder, superseding the original content item. The superseded item is indicated by a strikethrough on its name.