Working with jurisdictions

Jurisdictions work within the framework of Retention Schedules and their triggers. When you have implemented jurisdictions as described in Jurisdictions and you apply a jurisdiction or jurisdiction group to a record, it means that the record retention is governed by that jurisdiction or group of jurisdictions.

Retention Schedule triggers then apply only to those records with the same jurisdiction in Content Manager as the trigger.

While you can set up the entire process of applying jurisdictions and therefore retention details to records to be automatic by using Record default jurisdiction, you can also apply jurisdictions manually.

When you create a new record, Content Manager applies a jurisdiction to the record automatically when there is a default jurisdiction.

Content Manager checks the record details in this order and applies the first default jurisdiction to the record:

  1. Classification - see Classification General page
  2. Record Type - see Record Type Defaults page
  3. User Location - see Governance page
  4. Default Organisation of a user Location - see Governance page

Automating jurisdiction assignment removes the need for you to check the requirements for every individual record.

  1. Right-click the record to apply a jurisdiction or group to and on the Administrative Tools menu, click Add Jurisdiction.

    The Select From Jurisdictions dialogue appears.

  2. Select the jurisdiction or group to apply to the record and click OK.
    Content Manager applies the jurisdiction to the record and displays the record in the list.
  1. Right-click the Schedule to apply the jurisdiction to and click Properties.
  2. Click the Triggers tab.
  3. Right-click the trigger to apply the jurisdiction to and click Properties.
  4. In the field Jurisdiction, click KwikSelect to select the jurisdiction to apply to the trigger.

    The Select From Jurisdictions dialogue box appears.

  5. Select the jurisdiction and click OK.

    Content Manager applies the jurisdiction to the trigger, it appears in the field Jurisdiction and also appended to the trigger name.

With single or group jurisdictions against multiple Retention Schedule triggers, Content Manager follows these rules when applying the triggers to records with that Retention Schedule:

  1. When a record's jurisdiction matches that of a trigger exactly, Content Manager applies only that trigger
  2. When a trigger has a jurisdiction group against it, Content Manager applies that trigger to every record with one of these jurisdiction group members, unless 1. applies
  3. As opposed to standard jurisdiction groups, jurisdiction federations apply to records even when there is also another trigger whose jurisdiction matches that of the record exactly
  4. When a jurisdiction belongs to two group jurisdictions, Content Manager uses the most severe of the triggers
  5. When the jurisdiction is a member of a jurisdiction that is in turn a member of a jurisdiction, then Content Manager applies triggers for either or both jurisdiction groups
  6. When a record has multiple jurisdictions, then triggers with a jurisdiction that matches one of the record jurisdictions exactly do not take precedence and Content Manager uses all applicable triggers to calculate the retention
  7. When the record's jurisdiction does not exist in any of the triggers, then Content Manager uses the trigger without jurisdiction
  8. When the record does not have a jurisdiction, then Content Manager applies the default trigger
  9. When the record has multiple jurisdictions and one of these jurisdictions does not exist in any of the triggers, then Content Manager calculates the retention based on all applicable triggers and triggers without jurisdiction, which acts as default for jurisdictions not covered
  10. When the record has multiple jurisdictions, and one jurisdiction does not exist in any of the triggers, and there is no blank trigger, then Content Manager cannot calculate the retention except when there is a valid trigger set to archive. The record's disposition schedule view pane shows this information.

  11. When a trigger has no jurisdiction, it applies to all records that have no jurisdiction.

  12. It also applies to records whose jurisdictions are not all covered by other triggers within the same Retention Schedule.

  13. That means when a trigger has no jurisdiction, but all the record's jurisdictions are covered by other triggers in the same Retention Schedule, it does not apply to the record.

  1. Right-click the record to remove the jurisdiction from and on the Administrative Tools menu, click Remove Jurisdiction.

    The Select From Jurisdictions window appears with the jurisdictions that currently apply to the record.

  2. Select the jurisdiction to remove and click OK.

    Content Manager removes the jurisdiction.

  1. Right-click a Jurisdiction for the commands:
    • New Jurisdiction - to create a new Jurisdiction item in Content Manager. See Creating, modifying, deleting jurisdictions.
    • Add Jurisdiction - to add Jurisdictions to Jurisdiction groups or federations
    • Remove Jurisdiction - to remove Jurisdictions from Jurisdiction groups or federations
    • Show Records - displays the records associated with the selected or tagged Jurisdiction items
    • Show Schedules - displays the Retention Schedules associated with the selected or tagged Jurisdiction items
  2. Select the jurisdiction to remove and click OK.

    Content Manager removes the jurisdiction.

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