Adding Triggers to Retention Schedules

The Triggers tab in a Retention Schedule properties dialogue box enables you to create triggers for date calculations for the schedule. Content Manager calculates the dates for actions on the records with that schedule, for example, to make the record inactive, later archive it and then dispose of it or destroy it.

The triggers are based on a specific time after a certain action was carried out on the record. Your Retention Schedule administrator determines the criteria to use and ensures they are set up correctly in Content Manager.

A Retention Schedule can have multiple triggers, and also more than one Destroy trigger to allow for different circumstances for a record's disposal.

  1. Right click a Retention Schedule and click Properties.

    The Schedule dialogue box appears.

  2. Click the Triggers tab.
  3. Right-click and from the New Trigger menu, select one of the options:
    • Make Inactive
    • Archive (Keep Forever)
    • Archive (Transfer Custody)
    • Destroy

    The New Trigger dialogue appears.

  4. Trigger Type - the disposition the trigger will change items to when they have this schedule.

    Enter the trigger details:

    • Occurs - when the disposition change will take place
    • Years
    • Months
    • Days
    • Without any delay

    These control how long Content Manager will keep the record in its current disposition until the trigger takes effect.

  5. After - the date event that Content Manager will use to trigger the disposition change:
    • Date Created - the date the record was created
    • Date Closed - the date the record was closed
    • Date Registered - the date that the record was first entered into the system and is recorded automatically.
    • Fixed Date - select to enter a date in the Fixed Trigger Date field.

      You can apply different fixed dates to multiple triggers within the same schedule.

      These can represent different archiving events.

      We call these different archiving events triggers, for example, trigger 1 with fixed date 1st January 2030: Move box to storage room; trigger 2 with fixed date 1st June 2032: Destroy box.

      Works in conjunction with the Fixed Trigger Date field.

    • Last Action Date - usually considered to be the last time that a record was moved, for example, a file was put back into its filing cabinet and has not been taken out in a number of years.

      Even though this is the most common activity to be associated with a last action, Content Manager also updates the Last Action date of a record with the following Activities:

      • Change Location
      • Census - update where Location changes
      • Attach new Action/Procedure
      • Complete attached Action/Procedure
      • Attach an electronic document
      • Replace existing version of electronic document
      • Create new part
      • Changing a record number
      • Enclosing a record - updates container Last Action Date.
    • Date Archived - the date the disposition was changed to Archived
    • Date Inactive - the date the disposition was changed to Inactive
    • Additional Field - any date Additional Fields set up for the Record Type.

      Works in conjunction with the User Date field.

    • Date Modified - the date the record's electronic document was last modified
    • First Part Date Created - the trigger is based on the date when the first part of a sequence of parts was created
    • Latest Date Declared As Final of Contents - the latest date finalised of any of the records contained within the selected record
    • Date Declared as Final - the date the record was finalised.
    • Latest Part Date Closed - the date that the latest part of a record part sequence was closed
    • Latest Part Date Created - the date that the latest part of a record part sequence was registered
    • Latest Date Created of Contents - the latest date that any of a record's contents - contained records or attached documents - were created
    • Latest Date Modified of Contents - the latest date a record's contents were modified.
    • Latest Date Closed of Contents - the latest date that any of a record's contents were closed
    • Latest Last Action Date of Contents - the Last Action date for all contained items within a container
    • Date Matter Record Closed - the date that the matter record was closed. Only relevant when using the feature Client and Matters Legal Structure.
    • Date Superseded - applicable to US DoD 5015.2 compliance. This date is automatically set whenever a superseded by relationship is created. It is cleared if that relationship is removed
    • Date Received - applicable to US DoD 5015.2 compliance. This date is automatically set when an email message is checked in
    • Archiving Event - select this option to use an Event to trigger the disposition changes. See Events.
      • Archiving Event - only active if Archiving Event is selected as the trigger. From the drop-down list to select, or use the KwikSelect to search for and select, the Archiving Event assigned to this trigger.
  6. User Date Field - you can use a date from an Additional Field for the trigger, rather than letting Content Manager calculate the due date. To activate this field, select Additional Field in the field After.
  7. Round Dates To - to set triggers for the last business day of a period of time, select the appropriate item from the list
  8. For Archive (Transfer Custody) triggers, Transfer custody to Location - click the drop-down list to select, or use the KwikSelect to search for, the location that the record(s) will be transferred when the trigger occurs.
  9. Jurisdiction - optional. Click KwikSelect to apply a jurisdiction to the trigger. The trigger applies only to records with the same jurisdiction.

    See Working with jurisdictions.

  10. Click OK

For more information about changing the disposition of a record, see Changing record disposition.

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