Archivist Review functions

Right-click a consignment and on the Archivist Review menu, you will find the following functions that enable you to check the consignment for completeness and correctness:

  • Examine Records - displays the Consignment Issues dialogue box with unresolved issues that Content Manager has found with the consignment records and their disposal schedules. Right-click the individual issues to resolve them. See Consignment Issues dialogue box options below.
    You can see a detailed description of the issue with the selected record below the list. For example, the record is not at its Home Location, or its Retention Schedule prescribes a different disposal date or action than the consignment.
  • Show Issues - displays the Consignment Issues dialogue box with unresolved and resolved issues that Content Manager has found with the consignment records and their disposal schedules.
  • Complete Review - when all consignment issues have been resolved, marks the review on the consignment as complete.

Typically, after reviewing some or all of the consignment records, you would use the Show Issues functions to review and resolve the issues with the consignment records.

When all issues have been resolved, you would use Examine Records to update the issues list, as there could be multiple issues with a record. When there are still issues, you would repeat the process until there are no issues left.

To complete the archivist review process, you would use Complete Review. Email messages are automatically sent to the Location who are to approve the consignment. They can access this function from the ribbon Browse - Consignment Approvals.

Consignment Issues dialogue box options

To resolve the consignment issues in the Consignment Issues dialogue box, tag the individual issues to work with, and then use one of the tasks relevant to the issue:

  • Remove from Consignment - removes the record from the consignment.
    For a Severe Issue type, the Remove from Consignment option will display a Resolve Content Issue dialog box. Select the action to take place to correct the issue:
    • Remove the contained record from its container
    • Remove the container of the record from the consignment
    • Remove schedule from contained record
  • Send Email - after confirmation, opens an email message to send to the record approvers to review their consignment records and approve or reject them for the consignment
  • Ignore Warning Issue - to set Content Manager to ignore the issues with the selected records, where possible. You can only ignore issues that are merely warnings.
  • Enclose Record - encloses the record in its container after a confirmation message
  • Return to Home - after a confirmation message, sets the record Owner to its Home Location
  • Remove Incomplete Actions - removes the selected incomplete actions from the records

For some issues like Waiting for Feedback or severe issues, you may need to contact approvers, or change the record's Retention Schedule, for example, by using other Content Manager functions like the record right-click Archiving menu. See Records shortcut menu.

Owner Approval functions

After the Archivist review is completed, the consignment of records need to be approved for disposal by the nominated approvers. You can use the Owner Approvals menu to manage the approvers:

NOTE: A user who has the Record Archivist permission only will be able to access the functions listed below, see Record Update permissions by user type. If the Approver does not have this permission then the approval functions are accessible from the Shortcut bar - More trays – Consignment Approvals.

  • Show Consignment Record Approvers - displays all approvers of records in this consignment

In the Consignment Record Approvers list, you can right-click an approver Location for the task:

  • Approve Consignment - available when a consignment has been created. Choose from the following options:
    • Create a text file containing approval details - you can enter the approver information, including date and time
      • Include record numbers and titles in approval document - select this option to include the record numbers and titles in the approval document.
    • Use an existing approval document - navigate to the location of the approval document and select it
    • Sign the document using certificate - allocate a digital signature to the consignment. For more information see Digital signatures
    • Click OK to approve the consignment.

    • NOTE: The options provided against the Approve consignment section is made available only when a digitally signed approval document option is elected by the archivist during consignment creation. Otherwise there is no form provided; once approved the status of the consignment in the list changes to "Approved".

  • Reject Consignment - Approvers can reject the entire consignment. Displays the Reject this consignment dialogue box to enter a reason for the rejection
  • Reassign Approver - to assign a different Location as approver of the record
  • Show Records - displays records in the consignment. This option allows you to reject individual records from the consignment. Highlight a record, right-click and select Reject From Consignment. Enter a reason for the rejection in the displayed Reject from archive disposal consignment dialog.
  • Send Reminder - select this option to send an email reminder to the consignment owner approvers.
  • Show Rejected Records - displays records rejected from the consignment. See Rejecting records from a Consignment for the right-click rejection options.
  • View Approval Document - displays the digitally signed approval document
  • Revert to Pending - after a consignment has been approved or rejected, the approver can revert the decision back to pending.

After all the records have been approved for the consignment, you can dispose of the records by using the Disposal menu. See Archivist Review functions below.

NOTE: If the owner location of a record is changed and the record is in an active consignment, that is not already disposed of and that consignment requires Approval by Owner, the following checks will occur:

  • If the new owner already exists as an approver for the consignment, then any approval is reset to pending as the approver will have additional records to approve.
  • If the new owner location does not exist as an approver for the consignment then they will be added to the consignment as an approver and be sent an email advising them to approve the consignment.
  • If the previous owner location was a consignment approver, the consignment is checked to see if they'd rejected the record. If they had, that rejection is deleted as the new owner location has responsibilty to approve or reject the record's disposal.
  • The consignment is checked to determine if the previous owner location still owns any records associated with the consignment, if not, they are removed from the consignment approvers list.

The number of approvers and the number of approvers pending counters are also updated based on the change of record owner location.

Due to these checks, changing the owner location of a record can be used as a way of delegating the approval of a consignment to another user.

Rejecting Records from a Consignment

If a record should not be included in a Consignment, it can be rejected from the Consignment.

The Archivist or a Consignment Approver can reject record(s) from a Consignment by:

  1. Right-click on the Consignment the record(s) are to rejected from, click Show Records.

    A list of all records associated to the Consignment will be displayed.
  2. From the list of records, select, or tag, the record(s) to be rejected from the Consignment., right-click and click Reject From Consignment.
  3. Type the reason for rejecting the record(s) from the disposal consignment in the displayed Reject from archive disposal consignment, and then click OK.

    These records will remain in the Show Records list until the rejection has been approved.

Once record(s) have been rejected from a Consignment, the rejection must be confirmed by either the Archivist or a Consignment Approver. Once confirmed, the record(s) will be removed from the Consignment. To confirm the record rejection:

  1. Right-click on the Consignment, point to Owner Approvals and then click Show Rejected Records.
    The Consignment Record Rejections list is displayed.
  2. Right-click on the record(s), click Cancel Rejection to keep the record(s) as a part of the Consignment, or click Confirm Rejection to approve the removal the record(s) from the Consignment.