Top Containers

The Top Containers tool allows you to find all top-level containers (records with no parent) that are suitable for disposal archiving, most likely boxes that have no retention schedules.

On the Manage - Archiving ribbon, select Top Containers. The Top Containers dialogue box appears.

Containers with schedule disposal type - select the type of disposal method: Archive (Keep Forever), Archive (Custody Transfer) or Destroy.

On or before date - nominate the disposal date.

Maximum number of containers to select - since  Content Manager needs to employ iterative methods for this aggregation step, this option can limit the number of results retrieved which may speed up the results.

Only select records with 'Box' behaviour - you can choose to limit the search to 'box' records, which might be the most likely candidates for archiving.

Include records that are on hold - you can elect to include records that are on hold. See Holds.

Include records that are allocated to a consignment - you can elect to include records that have already been included in a consignment. See Advanced disposal of records.

Aggregate disposal schedules of contents - looks at all the contents of a container to determine the records suitable for disposal archiving. It uses the method described in Aggregated Disposal Schedule below.

  • Examine contents recursively - look at contents recursively, for example if selecting boxes, then it will look for any documents inside folders that have retention rules and aggregate them as well. The process will be more efficient without this option selected. If you are only interested in boxes that only contains folders, the recursive flag off should be unchecked.
  • Exclude containers that have an explicit disposal schedule - If a box has a retentions schedule, then the normal disposal procedure as provided in the standard consignment processing workflow will work and therefore this aggregation method is not necessary. So, turning this flag on limits processing to those top level containers that need to be aggregated.

Add extra search criteria - The Top Containers selection also allows an additional search to be specified to further refine the result set. The additional search can also be saved and reused when necessary. Whenever a search contains this set of Top Container criteria, the search editor switches to the Top Container selection user interface.

A record property that can be displayed in the view pane, Aggregated Disposal Schedule looks at all the contents of the record to determine what would be an-all encompassing disposal instruction. It is calculated according to the following algorithm:

  • If there are no contents it returns "No contents to aggregate"
  • If all the contents have already been disposed of, it returns "All contents have been disposed"

  • If none of the contents have any disposal schedule / instructions then it returns "No contents have disposal instructions"

  • If any contained item has the disposal status of "Calculation Pending", "Waiting until Inactive" or "Waiting on Trigger Date", then the aggregate status indicates that it can't be calculated because one or more contents are in this state
  • Otherwise it works out the most "restrictive" disposal instruction of the contents, where Archive (Keep Forever) is most restrictive, then Archive (Transfer) then Destroy. The date of this instruction is determined as the highest date of any of the contents with the corresponding disposal instruction.