Event Based Archiving

Content Manager's Event Based archiving feature allows organizations to create Events that are based on real life occurrences to use as triggers on Retention Schedules. The feature, Event Based Archiving, must be enabled in the System Options - Features page to use this feature.

Based on these real-world events, such as change of Government, the disposal of records can be invoked manually or automatically based on the event occurrence.

Defining the event

  1. On the Manager tab, in the Archiving group, click Events.

    The Archiving Events window is displayed.
  2. Right-click in the Archiving Events window and point to New and then click the type of event to be created. Select from:
    • Only Occurs Once - select this option to create an event that only occurs once.
    • Occurs many times, irregularly - select this option to create an event that occurs multiple times but not on a specified schedule. The occurrence date must be defined each time.
    • Occurs according to a specified schedule - select this option to create an event that has a specific occurrence schedule.
  3. Complete the new Event form:

Event type - Only Occurs Once

  • General tab
    • Title - type the title of the new Event.
    • Description - type the description of what this Event is about.
    • Once Off Occurrence Date - type in or use the calendar button to select the date the event will occur(ed).
    • Send Reminders - select this option to send reminders that the Event is due to occur. Set the time frame using the Reminder Days option.

Notes tab
Add any additional information about the Event in the Notes tab. See Notes.

Event type - Occurs many times, irregularly

  • General tab
    • Title - type the title of the new Event.
    • Description - type the description of what this Event is about.
    • Send Reminders - select this option to send reminders that the Event is due to occur. Set the time frame using the Reminder Days option.
  • Notes tab
    Add any additional information about the Event in the Notes tab. See Notes.
  • Occurrences tab
    The Occurrences tab will display the Occurrences as they are added. See Adding New Occurrences.

Event type - Occurs according to a specified schedule

  • General tab
    • Title - type the title of the new Event.
    • Description - type the description of what this Event is about.
    • Send Reminders - select this option to send reminders that the Event is due to occur. Set the time frame using the Reminder Days option.
    • Occurrence Schedule Frequency - select how often the Event will occur.
    • Occurrence Schedule Interval - from the drop-down list select the time interval the Event will occur.
    • Occurrence Schedule Starting From - type in or use the calendar button to select the starting date of the Event.
  • Notes tab
    Add any additional information about the Event in the Notes tab. See Notes.
  • Occurrences tab
    The Occurrences tab is automatically populated when the Event is saved. The occurrences are based on the Schedule Frequency, Interval and Starting date.

Working with Events

Adding Events to Retention Schedules

Events are associated with Retention Schedules as a Retention Trigger. See Adding Triggers to Retention Schedules for details on how to add an Event to a Retention Schedule trigger.

Searching for Events

Events can be searched for using the object Archiving Events.

Right-click menu options

  • New Archiving Event - select this option to create a new Archiving Event.
  • Search -
    • Refine Search - refine your search results by adding further criteria or sorting and filtering options.

      See Refining searches.

    • Open Saved Search - displays your list of saved searches.

      See Saved searches.

    • Select All
    • Favorites
    • Select by User Label
    • Refresh Search - runs the search again.

      See Refreshing searches.

    • Count - count the records displayed in the current search results list.

      See Count.

    • Save Search As - save your search criteria with a different name and/or criteria.

      For example, if you have opened a saved search and want to change the details and save as a different saved search.

  • Security and Audit -
    • View Rights - displays the security details like permissions and Access Controls for the Event and the current user.

      See View Rights command.

    • Active Audit Events - to view the audit events that have been performed on the Event.
  • New Occurrence - this option is only available for Events that have a Type of Occurrence of Occurs many times, irregularly. Select this option to add another Occurrence to the Event.
    On the New Archiving Event Occurrence dialogue box, set the Event occurring on date and add Notes relating to this occurrence.
  • Delete - select this option to remove the selected Event(s)
  • Reindex - select this option to reindex the Event metadata.
  • Send to -
    • Print Report - to print the Event metadata details. Nominate a report layout for printing.
    • Print Merge - to select the data to send to a print merge file
    • Web Publisher - to select the layout templates for generating an HTML report
    • Export XML - to export the Event details to an .xml file
    • Favorites - adds the Event to your list of favorite Events
    • Add To User Label - displays the user labels. From the displayed list, select the User Label to apply to the Event.
  • Remove from -
    • Remove from Favorites - removes the Event from your favorites
    • Remove from User Label - removes the Event from the assigned User Label
  • Properties - select this option to display the Events proprieties dialogue box.