By default record level disposals are enabled in your tenancy. To move to an aggregation based disposal approach, please contact support to have the feature enabled. Please note that at this stage aggregation based disposals cannot be performed in conjunction with record level disposals.
With the exponential growth in the volume of information created every day, dealing with individual records can quickly become overwhelming and impractical.
Every Records365 connector is flexible in allowing you to configure an aggregation level specific to the content source that you want to records manage. This empowers you to group records together in a way that best suits your organization. Each group of records appears in Records365 as an aggregation and you can manage each of these aggregations through a defensible disposal process.
Key Benefits of disposing by aggregation
To manage disposals, users need to be a member of a Security Profile that includes the Manage Disposals action. See Security Profiles for more information.
To perform aggregation based disposals, you first need to perform the following configuration steps. If the configuration has not been performed you will see the following message when navigating to the disposal page.
Once the above configuration has been performed the system will take a moment to get your data ready so that you can start disposing aggregations. The following message will appear whilst Records365 calculates the disposal due date and disposition action for each aggregation. This may take up to 24 hours.
The disposal section of Records365 displays record folders that have reached the end of their retention period. The retention information for record folders is calculated using either one of the following methods.
Once the retention and category information for a record folder has been calculated, you can then see that information from the item details page of the record folder. You can access the details page clicking the Title field from the Disposal, Browse or Search pages. Below is an example where an electronic record folder that has had roll-up applied, such that it carries the following meta-data;
Now that all the configuration has been done and retention is calculated for all eligible record folders, the disposal page within Records365 will display those items that reached the end of their retention period.
Select the items for disposal, and click the Dispose button.
Enter Disposal Comments and tick the checkbox confirming that any physical records have been destroyed, then click ‘Save’. Disposal Comments are required to proceed with final disposal.
Disposal of Record Folders and their respective child Records can take time to complete, pending the number of items involved, so you may continue to see those actioned Record Folders in the Unactioned view for a period of time. Once complete, the Record Folder will be marked with the Previous Disposal Action, Date and Audit events for the Disposal will be generated.
Disposing an aggregation and all of it child records is a complex process due to all of associated actions required, like respecting holds or removing content in source systems. With all of these complexities, disposals can fail at a record or aggregation level. When disposing at the record folder level and a child record fails, this failure will be reflected in the disposal status at the record folder. Where possible you will be provided with appropriate reason for failure so that you can remediate any issues encountered. Once remediated, you can retry disposing a record folder.
Click the Disposal tab for a record folder. Note an Events section will be displayed for failed record folders, where all failed child records will be listed.
For more information on a failed record, clicking Details link in the Disposal Status column will redirect you to the record so that the reason for failure can be determined.
Navigate back to the record folder, click the Retry Disposal button. This will retry all failed child records.
Things to consider