Reviewing a record's schedules
- AContent Manager user creates a record and applies a Retention Schedule to it, or the record inherits a Retention Schedule from its Record Type
- As an ongoing process of records management and before disposal action is due, the Records Manager searches for records that are due for Retention Review
- The Records Manager uses the Content Manager Review Schedule dialogue box to review the record schedule
- When there is a conflict, for example between a record schedule and the schedule on the record container, the Records Manager or Record Archivist determines what to do with each record, for example, promote the record's schedule to the container or change the record's Retention Schedule
This Content Manager function enables you to review record retention and disposal schedules and also to manage conflicts between a record and, for example, its container record. To use it, right-click the record whose schedules to review, and on the Archiving menu, click Review Schedule, and the Review Schedule dialogue box appears.
When using the function on a container record, Content Manager displays the records that are contained in it in the list Contents of selected Record, with details of their retention and disposal schedules. The list also displays schedule conflicts between container and contained records.
The Review Schedule dialogue box.
- Retention Schedule for - displays the current schedule for the record, if there is one applied
- View Disposition Schedule - displays the disposition schedule details of the record.
See also Changing record disposition. - Next Retention Review Date for the Record - to modify the review date for the selected record:
- Keep current review date - makes no changes to the review date
- Reviewed - to acknowledge that you have reviewed the schedule. Removes the scheduled review date.
- Set to review in - specifies to review the schedule at a future date, for example, x months or x years.
This field is limited to 99 years or 990 months.
- Contents of selected Record - displays any records contained in the selected record according to the option selected in the right-click menu.
The following icons indicate discrepancies between schedules:
- indicates that the contained record's schedule is less severe than that of the container
- indicates that the retention function cannot decide on the severity of retention and that it may be more severe
- indicates that the contained record's schedule is more severe than that of the container
To help resolve the schedule discrepancies, you can right-click the relevant record in this list and then use the shortcut menu. See Review Schedule dialogue box shortcut menu.
- Notes tab - enter any information for the retention review.
This information is specific to the Retention Schedule applied to the container being reviewed.
If you are using the tag function to review Retention Schedules, Content Manager will append the notes to the existing retention notes.
To save the changes and settings that you may have selected, click OK. Content Manager recalculates all relevant schedules and updates them in due course.
Use the Retention and Disposal - Retention Review Date search method to search for records by the date they are due to be reviewed.
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