Recycle Bin

The Recycle Bin feature in Content Manager allows end users to send a record or a selection of records that they have created in error or as normal administrative practices to the Content Manager Recycle Bin, where they can be reviewed by an Administrator to be either deleted or restored, if the Administrator feels that the record should not be removed.

For the Recycle Bin options to be available, the Record Recycle Bin feature must be enabled by the Content Manager Administrator in the System Options - Features page.

IMPORTANT: Records that are in the Recycle Bin will not be included in the reindex functions. When a record is added to the Recycle Bin, a message is sent to the Event processor to remove it from the content index. If a record is restored from the Recycle Bin, a message is sent to the Event processor to reindex it.

Sending Records to the Recycle Bin

When this feature is enabled, users with the Recycle Bin permission, will have access to the Send To - Recycle Bin option on the record's right-click menu. See About Record Update permissions for the required user permissions and behaviors.

  1. Search for and select the record(s) to be recycled.
  2. Right-click on the record(s), point to Send To and then click Recycle Bin. The Add to Recycle Bin dialogue box is displayed.
  3. From the drop-down list, Select a reason for recycling:
    • Duplicate Item
    • Working paper
    • Draft item
    • Reference Material
    • External Material
    • Personal Data

    NOTE: Content Manager Administrators can add additional reasons for recycling by using the Caption Editor.

  4. Select Add an entry to the records notes to add a note to the record to indicate it was moved to the Recycle Bin. You can also edit the note in the text box.

  5. Click OK.

The record(s) will be sent to the Recycle Bin and will not be included in any search result lists.

NOTE: The end users can only send record(s) to the recycle bin that they have created, unless they are Record Administrators.

NOTE: When a record is contained in a Container and it's sent to the Recycle Bin, it is removed from its Container. The record's Container details are stored in the Recycle Bin event, and if the record is restored from the Recycle Bin it will be replaced in it's Container if the Record Recycle event is available and the Container is still suitable. If the record cannot be restored to it's Container a note will be added to the record if the Add an entry to the record notes option was selected when restoring the record.

  • Containers
  • Records in a Legal Hold
  • Records you are not a part of the Document Update Access Control
  • SEC-compliant records that are not due for destruction
  • Records that are a part of a Document Review process unless you are the Editor of that process
  • Checked Out records
  • Finalized records if you do not have the Reverse Final Declaration permission

Restoring records from the Recycle Bin

The Recycle Bin can be accessed via the Search tab, in the Find group, click the Records drop-down list and click Recycle Bin. Users who can send records to the Recycle Bin can access this search option, but unless the user has the Records administration permissions, they will only see, and restore, the records that they've added to the Recycle Bin.

Records that are in this search results list can not be modified or updated, even by Administrators.

To restore records from the Recycle Bin:

  1. Select the record(s) to be restored, right-click and click Restore. The Restore From Recycle Bin dialogue is displayed.

  2. If required, select Add an entry to the records notes. This will add a note to the record to indicate it was restored from the Recycle Bin.

  3. Click OK to confirm the restoration.

The record(s) will be restored as a record in Content Manager and will be included in search result lists and will be able to be modified or updated.

TIP: Add the Reason Recycled property to the record view pane to see why the record was sent to the Recycle Bin.

Restore records from the Recycle Bin into a Disposal Folder

Organisations using the Recycle Bin function may prefer to move records from the Recycle Bin to an identified folder, allowing users with the relevant permissions (Record Archivist) to review the document and dispose of it as a part of normal retention processing, rather than deleting the record(s) from Content Manager from the Recycle Bin.

To restore records to a folder:

  1. Select the record(s) to be restored, right-click and click Restore to Disposal Folder. The Restore to Disposal Folder dialogue is displayed.
  2. Using the KwikSelect, or drop-down recent history menu, select the folder the record is to be restored to.
  3. If required, select Add an entry to the records notes. This will add a note to the record to indicate it was restored from the Recycle Bin.
  4. Click OK to confirm the restoration.

The record(s) will be restored as a record in Content Manager, contained in the selected folder, and will be included in search result lists and will be able to be modified or updated.

Deleting Records from the Recycle Bin

Records in the Recycle Bin can be automatically removed from Content Manager.

On the System Options - Record page, the option Automatically empty record recycle bin allows you to define how long records should be held in the Recycle Bin and any that are there longer than the defined time frame will automatically be removed. See System Options - Record page for details.

The removal is processed by the Event Processor - Empty Record Recycle Bin event, so this must be enabled and configured to run, otherwise the Recycle Bin will not be cleared automatically. See the Content Manager Enterprise Studio Help > Dataset setup and maintenance > Configuring event processing help file for details.

If you opt not to automatically remove records from the Recycle Bin you will need to manually delete records from the Recycle Bin.

NOTE: For users to be able to delete records from the Recycle Bin they require the same delete permissions and access controls to the records as they would for records not in the Recycle Bin, e.g. have the Delete records permission, be a part of the Destroy Record access control.

To delete records from the Recycle Bin:

  1. Select the record(s) to be deleted, right-click and point to Administrative Tools and then click Delete.
  2. Click OK to confirm the deletion.

The record(s) will be deleted from Content Manager.