Content Manager 24.4 Content Manager

# System Options Disposal page

- When changing disposition or removing records: Display a warning if the record is related to other records - sets Content Manager to display a warning message when the record whose disposition is being changed or deleted has any related records attached to it.

  The message advises the user that the record is related to another one.

- Automatically empty record recycle bin - select this option to allow the recycle bin to be emptied automatically after the set When records have been there longer than number of days.
- Allow a hold to be placed on a record that is within a container- selecting depends on whether your organisation puts whole containers in a Hold or just the individual documents within containers

  NOTE:

  - A user of user type Administrator or Records Manager - as they have Record Administration permission - can remove a record from a container, but a warning message appears
  - A user of user type Records Co-ordinator - who does not by default have Record Administration permission - cannot remove a record from its container

- Allow adding records to a container with a hold - select to enable users to add records to a container that is in a Hold

- Prevent permanent archival of records that do not have a long term archival format - prevents records that do not have a long term rendition from being permanently archived.

  See Content Manager Render.

- Do not allow record metadata to be deleted on disposal - select this option to retain record metadata when a record is disposed of. When this option is selected the Delete the electronic document and the record metadata option will not be available on the Performing Disposal dialogue box, see Advanced disposal of records.
- Allow location delegates to approve consignments - select this option to allow a location that is a delegate of a Consignment Approver or an Owner to approve (or reject) a Consignment on the Approver/Owner's behalf.
- Use shredder style deleting for electronic documents - destroys electronic documents.

  When this option is selected and you delete an electronic document from the electronic store of type Windows File System, the item is not only deleted, but also overwritten with nonsense characters.

  This means that no one with third party recovery software can read what was deleted on the hard-drive.

  NOTE:

  - This function has an overhead; if Content Manager needs to overwrite a file, it takes as long to delete it as it took to create it - for example, a 10 MB image will be overwritten with 10 MB of nonsense-characters, which can take some time. Although this function has an impact on Content Manager's deleting performance, the Content Manager administrator may consider that the security benefits of this function are worthwhile. For more information, see Document Stores.
  - Shredder style deleting is used only for removing items from electronic document stores. Therefore, any other files created by Content Manager - for example, in document caches, viewer-generated temporary files etc - will not be securely deleted. It is not necessary to restart Content Manager after selecting the option Shredder Delete for it to take effect.
  - Follow the steps to test whether it is operating correctly:
    1. Attach an electronic document to a record
    2. Right-click the record - Properties - Electronic tab - note the ID number from the Store ID field.
    3. Exit Content Manager to ensure the new file is definitely written permanently to disk
    4. Restart Content Manager and search for the record
    5. Right-click the record and from the Administrative Tools menu, select Delete.
    6. Using a third-party file restoration or un-delete tool, recover the electronic file to a different drive to that on which it is being recovered from.

       The file should be full of nonsense data.

- Record Type for consignment log files - click the KwikSelect to search for and select, or select from the drop-down recent list, the Record Type that should be used to create the log files that are created as a part of the consignment process.
- Container for consignment log files (optional) - click the KwikSelect to search for and select, or select from the drop-down recent list, the Container record that the log files that are created as a part of the consignment process should be contained within.
  - Default Log Layouts - this option allows an organization to customize the metadata captured in the consignment log files. Click Default Log Layouts to display the Edit default consignment log formats dialog. See Configuring a default Log format for details.

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Version 24.4 | Last updated October 2024
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Product: Content Manager 24.4

Topic Title: System Options Disposal page