To Dispose Records, including sending records for Disposal Approval, you need to be assigned to the Application Administrator or Records Manager role in Records365. For more information, see User Roles Disposal Approvers need to be a member of a Security Profile that includes the Approve Disposals action. For more information, see Security Profiles
Disposal is a key part of a Record’s lifecycle and properly controlled and defensible disposal is one of the primary goals for a compliant Records Management function.
Records365 leverages the Rules engine to Classify your content and assign each Record the required Retention Schedule. This, in turn, dictates how and when Records should be Disposed.
Disposal in Records365 is managed in a few steps:
The default view of the Disposal page is the Unactioned View, which provides a view of all items that have reached the end of their retention period and have not yet been actioned. Once items have been sent for Disposal Approval or directly disposed by a Records Manager, then items will no longer appear in this view.
Within the different views of the Disposal page, you can click on the Advanced Search dropdown at the top right of the page to perform powerful searches within the records due for disposal to assist working with large volumes of records to be disposed. The search experience is consistent with Advanced Search elsewhere in Records365 and allows searching on record properties from both Records365 and the content source. This then allows the expired items to be grouped together and actioned for approval or destruction accordingly.
Records will appear in this view 1 day after the date listed in the ‘Disposal Due’ field.
Many organizations require approval from one or more users prior to destruction. You can select one or more items in the Unactioned View and Send for Approval, assigning Approvers by their email address or by their Security Profile in Records365. When sending Unactioned records for Approval, the process is as follows:
Assigning Disposal Approvers does not automatically grant those users access to Records365. Users need to be added to Records365 with the Disposal Approver role in order to complete the approval process. See Adding Users for more information.
To send records for Disposal Approval:
For smaller organizations or exceptional cases, approval by additional users may not be required for record disposal. In this case a Record Manager may wish to proceed to disposal without approval. When the approval step is skipped the user performing the Dispose operation will audited as the approver.
The disposal action triggered will depend on the disposal action of the records selected - for example, Destroy.
Disposal of Records can take time to complete, so you might still see Records in the Disposal view for a short period of time. Once complete, the Record will be marked with the Previous Disposal Action, Date and Audit events for the Disposal will be generated.
The actioned view revolves around tracking and managing outstanding approvals and disposals. Some common scenarios include:
The Actioned View provides a few features to help manage the scenarios described above.
Filtering and Sorting - Each item can be tracked by its Disposal Status throughout the disposal process, the available statuses are:
Other columns that may be useful to sort on in the Actioned View are:
Quick Summary – To get a visual representation of an item throughout the disposal process flow there is a Quick Summary available for every item by clicking on the row in the results grid for that item. The quick summary will also show any comments for rejected items, all users listed as an approver for items pending approval and the Record Category assigned to the item. If further information is required, the Title column is a clickable link through to the record details.
View - By default, the Actioned tab displays all items that have been sent for approval. Records Managers can also have items assigned to themselves for Disposal Approval, to filter down to just these items, use the ‘View’ icon at the top right of the results grid.
Send for Approval - Some items will need to be re-sent for approval - for example if an outstanding approval has taken too long, the approver has left the organization, or if rejected items have been remediated and are ready for disposal. ‘Send for Approval’ from the Actioned tab will reset the list of approvers for these items and re-send the disposal approval email.
Dispose - Approved items can be disposed using the ‘Dispose’ button. Enter disposal comments and confirm that any physical records have been destroyed, then click ‘Save’. When disposing items that are either in ‘Pending’ or ‘Rejected’ states, you will be recorded as the Disposal Approver.
Reschedule - Items waiting for Disposal can also be Rescheduled to another Record Category. Please note that this may mean they are no longer eligible for disposal if they are rescheduled to a Record Category with a different Retention Schedule.
After records have been sent for disposal, you can check the status by clicking the Details link on the Disposal Status column as shown here. Alternatively, you can click on the document and navigate to the Disposals view.
The Disposals view displays a range of information, such as: