Retention and Disposal search methods

You can search for records by their archiving data.

1. From the Search menu, select Find Records
2. At the bottom of the dialogue, click the Editor button and make sure that the Boolean search editor is selected
3. Click KwikSelect beside the Search By box
4. Click the expand symbol to expand Retention and Disposal
5. Select one of the search methods.
   In the space below the list, you can see more detail about the search method.
   The column Caption shows the field or data the search method is about, for example:
   • Consignment - finds records based on a value for Consignment
   • Consignment Number - lists all records that have a specific consignment number or are within a range of numbers.
   • Search methods that relate to the Disposition field value:
     • Date Archived (Custody Transferred) - finds records that had Disposition changed to Archive (Custody Transferred) on a particular date
     • Date Archived (Keep Forever) - finds records that had Disposition changed to Archived (Keep Forever) on a particular date
     • Date Destroyed using destroyedOn - finds records that had Disposition changed to Destroyed on a particular date
     • Date Inactive - finds records that had Disposition changed to Inactive on a particular date
     • Date To Archive (Keep Forever) - finds records that are due to have Disposition changed to Archived (Keep Forever) on a particular date
     • Date To Archive (Transfer Custody) - finds records that are due to have Disposition changed to Archived (Custody Transferred) on a particular date
     • Date To Destroy - finds records that are due to have Disposition changed to Destroyed on a particular date
     • Date To Make Inactive - finds records that are due to have Disposition changed to Inactive on a particular date
     • Disposition finds all records with a specific value for Disposition
   • Hold - finds records in a specific Hold
   • Is in one or more Holds - finds records that are in one or more Holds
   • Jurisdiction - finds records based on their Jurisdiction
   • Retention Review Date - finds records based on Retention Review Date
   • Retention Schedule - search by a Retention Schedule number under which a record has been sentenced.

     If you want to locate records that do not have a Retention Schedule, do not type a matching value in the field Enter the Schedule to search by.

     This will return a list of all records that have not been sentenced yet.

     You can use KwikSelect to select from the list of Retention Schedules; this displays those Schedules you have access to view. This is not a security restriction, it is more a convenience to prevent too many schedules displayed for you to work with.

     You can type the number of a known Retention Schedule that you do not have access to in the field Enter the Schedule to search by in the search dialogue box and perform the search with it. This way you can view any records with Retention Schedules that you do not have access to.

   • Review Status - to search for records that have a review date set, by specifying the review status:
     • Ignore Review Date - any or blank retention review date
     • Records Not Requiring Retention Review - a blank retention review date
     • Records Requiring Retention Review - with a retention review date
     • Records Requiring Immediate Retention Review - a retention review date earlier than now

     NOTE: When searches by Review Status find records that are in containers, the containers appear in the search result. Expand the container to see the record.

6. Click OK to return to the Search for Records dialogue
7. Select the options to use for the search and click OK to run the search.
   Content Manager returns the search result.