Content Manager 25.1 Content Manager

# Creating Retention Schedules

1. On the Manage ribbon, click Schedules.

   The Schedules - top dialogue box appears.

2. Right-click in the list and on the New menu, click New Top Level Item or New Lower Level Item.
   The New Top Level Item or New Lower Level Item dialogue box appears.
3. Fill in the details on the General tab:
   - Title - a brief reference to the schedule subject matter, for example, safety.
   - Schedule Number - the Retention Schedule number. You can enter any number manually.

     Content Manager does not number Retention Schedules automatically.

     NOTE: The Schedule Number field is limited to 30 characters.

   - Source - where the Retention Schedule comes from
   - Agency Specific - select if a schedule has been developed to only apply to the organisation using Content Manager, otherwise the schedule may be applicable to other organisations.

     This allows greater flexibility when combining schedules developed for your organisation with published schedules.

   - Active From and Active To - to set the active period for the schedule. See Active dates for items.
4. Fill in the details on the Settings tab. Your selections for the first two options determine whether you can use the other options:
   - Records can never be destroyed - select for this schedule to retain its records permanently
     - Only within the specified Jurisdictions - to only retain records permanently that are within the specified Jurisdictions
   - When calculating disposal action due dates - these three options only apply to disposal triggers:
     - Only calculate date for Records with Date Inactive set - select to use disposal triggers only for records that are not active
     - Ignore any trigger that has a date that cannot be calculated - select for Content Manager to ignore disposal triggers with dates that cannot be calculated for some reason
     - Use the earliest calculated trigger date rather than the latest - select for Content Manager to use the earliest trigger date to calculate the date due for disposal
   - When saving these changes to this schedule:
     - Suppress the creation of a record retention recalculation event - allows you to edit and save changes to a retention schedule without triggering an event for the event processor. This option only persists for the current session
   - Always suppress the creation of record retention recalculation for this schedule - selecting this option will permanently suppress the generation of retention calculation events and will persist between changes to the schedule.
   - This schedule can be attached to a record - enabled by default. This option allows the schedule to be attached to records. If the schedule is not to be attached to records, clear this option.
5. Fill in the details on the Triggers tab to add the schedule's triggers.

   If you are using a top level schedule only as a group heading, you do not need to assign retention triggers to it.

   Retention Schedules that will be applied to records or Classifications should have the archival or disposal action defined as a trigger.

   See Adding Triggers to Retention Schedules.

6. Notes tab - add notes to the schedule, if required.

   See Notes.

7. Access Controls tab - set the Access Controls for the schedule.

   Right-click the schedule and on the Security and Audit menu, click Security/Access to use it.

   See Applying Access Controls to functions for details on how to restrict access to a selected Schedule.

8. Additional tab - contains the Additional Fields for the Retention Schedule to fill in, if necessary
9. Click OK.

   Content Manager saves the new schedule with the settings you selected.

   If the Retention Schedule has one or more triggers, then this information will appear in the Retention Schedule view pane.

Hierarchical Retention Schedules

Many archival authorities publish their Retention Schedules as hierarchical structures of retention classes and schedules.

You can reflect these structures by using the parent (top level) - child (lower level) relationship.

Creating a hierarchy

1. Create a top level Retention Schedule with a number of your choice
2. Right-click the top level schedule and select New Lower Level Item to create a child schedule

The only element that the new child schedule will inherit is the parent level's schedule number with a default suffix of -001.

The next child schedule on this level will have the schedule number suffix -002, etc.

NOTE:

- You can overwrite the child number suffix with a different number, if you want.

  This will not change the default Content Manager uses.

- If the default child schedule number would have more than 30 characters, Content Manager will prompt you to type a number for the child schedule

Related information

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Creating Retention Schedules