Consignment Disposal

After completing the owner approvals and on the appropriate disposal date, you can dispose of the records by using the Dispose menu:

• Consignment Report - to create a consignment report. Displays the Consignment Report dialogue to set options for the report:
  • Format - choose from Tab delimited Text, XML , HTML or XLSX
    

    NOTE: As Microsoft Excel has a limit of 1 048 576 rows per worksheet, a new worksheet will be added automatically if the number of lines in a worksheet exceeds this limit.

  • File Name - enter the path and file name for the report
  • Select a report layout for HTML format - when using HTML format, select the Content Manager report template to use for the report

  TIP: If the records within the Consignment have contained records that need to be included in an HTML report, the selected Report Layout must contain the Record - Records - Content sub band. If this band is not included on the selected Report Layout only the top level record will be included in the HTML Consignment report.

  • Directory to download documents - folder to download the electronic documents to, if required
  • Create a zip file of all documents - creates a single .zip file of all electronic documents
  • Include older revisions - to include older revisions of the electronic documents in addition to the current revisions
• Create VEOs - available when the feature VEO Rendering is active - to create a Victorian Electronic Records Standard (VERS) Electronic Object from the consignment. See Create VEO files and also Document Rendering information in TRIMEnterpriseStudio.chm in your Content Manager installation folder or on your installation media.
• Acknowledge Transfer Receipt - available on transfer consignments that have been flagged to Wait for Transfer Receipt - to acknowledge that you received the receipt for successful transfer of the records to their destination.
• Wait for Transfer Receipt - for transfer consignments - the disposal of the records cannot be completed until the acknowledgment of the receipt of the record transfer is received.
• External System - this option is available for those consignments that contain records that have been created using Record Types that have External DMS behaviours.

  • Generate Pick List - select this option to generate a disposal notice that can be sent to the Administrators of the external system so they are able to update the documents in that location to reflect the disposal status of the records. Select from the listed relevant document systems displayed, and click Browse to navigate to the location that Output file will be saved to. Click OK to generate the list.
    

    NOTE: If records that are a located across multiple external document systems are within a single consignment, pick lists for each external system will need to be generated.

  • Notify Complete - once notification has been received from the Administrators of the external system to confirm the disposal state of the documents has been updated appropriately in the external system, click this option to update the Consignment to allow the disposal to be performed.
• Perform Disposal - available after the consignment archivist review and all approvals have been completed. Displays the Perform Disposal dialogue box with the options disposal options:
Perform Disposal dialogue
Perform Disposal tab
• Log File Record Type - the Content Manager Record Type to be used when creating the log file when checking it in to Content Manager. If a default Record Type has been assigned on the System Options - Disposal page, this will be displayed here. It can be modified by deleting the displayed Record Type and selecting a new one by either, clicking the KwikSelect to search for and select the required Record Type, or select the Record Type from the drop-down recent list.
• Log File Container - the container to check the log file in to. If a default Container has been assigned on the System Options - Disposal page, this will be displayed here. It can be modified by deleting the displayed Container and selecting a new one by either, clicking the KwikSelect to search for and select the required Container, or select the Container from the drop-down recent list.
  • Customize Log Format - click to display the Edit custom log format for <ConsignmentName> dialog, display the log format report that will be used for this Consignment disposal. If required, items can be added or removed from the log report at this stage, see Configuring Log Report Format for details.
• Delete the record metadata from the dataset - select this option to delete all the metadata for all the records being disposed of in the consignment record electronic documents and metadata from Content Manager.

  NOTE: This option will only be available if the System Option, Do not allow record metadata to be deleted on disposal is not selected, see System Options - Disposal page.
  For a Destroy consignment, the associated electronic documents are destroyed as a part of the disposal processing.

• Do a final review - select to acknowledge that you have done a final review on the consignment.
• Write the progress summary to the following output file - browse to and select the location the processing summary will be written to.
• Review now - runs the Content Manager consignment review for possible issues with the consignment records.
• Do a final review - select to acknowledge that you have done a final review on the consignment.
• Write the progress summary to the following output file - browse to and select the location the processing summary will be written to.
• Review now - runs the Content Manager consignment review for possible issues with the consignment records
Configure Logging tab
• Include tagged properties in the Log - tag the record properties to include in the log file.
• Report all approvals in the log - select this option to include the consignment approvals in the log file.