Aggregation Based

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.

Introduction

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

  • Reduced risk - assurance that no record for a business transaction will be missed.
  • Improved efficiencies - millions of items can be disposed of in just few simple clicks.
  • Consistency - when executed at the aggregation level all related items will be disposed of in a uniform manner.
  • Improved ease of use - aggregates of information provide your users with more business context, allowing for more confident decision making from disposal approvals through to destruction.

Prerequisites

Role Required
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.

How it works

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.

  • Roll-up, also known as contents based retention - This is where the retention and category information is derived from the contents of the aggregation itself. Whereby the longest serving child item has its retention and classification information rolled up to the aggregation. This applies to electronic and physical aggregations. For an aggregation to be eligible for roll-up the following is to be satisfied
    • All child records have the same Next Disposal Action
    • All child records have a value set for the Next Disposal Due field
    • For an aggregation to have a Retain Permanently retention all child items need also to be Retain Permanently.
  • Manually classified - This applies to physical aggregations only, and is where, upon creation or even modification, a record category is assigned to a physical record folder. Assigning a category will then result in the appropriate retention schedule and period being applied. When a record folder has been manually classified roll-up retention will not be applied. See the Categorization & Retention section under Manage Physical Records for more information.

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;

  • Record Category
  • Next Disposal Action
  • Next Disposal Due
  • Disposal Schedule Set By - When roll-up has been applied, its the record number of the child item where the category and retention has been derived.
  • Calculation Type - States how retention was calculated for the aggregation, values are either Rollup or Manual.

Disposing record folders

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.

  1. Click on Disposal in the left hand navigation pane. The Unactioned view will be displayed, where all records that have reached their retention period will be displayed. You will notice that all fields selected at the configuration step are displayed in this view.
  1. To filter and search through the aggregations that are eligible for disposal click on Advanced Search dropdown at the top right. All fields selected during the configuration steps will be available for searching, allowing you to group and action eligible items based on those properties. See below for an example where all records folders ready for disposal in the SharePoint Online site of Legal.
  1. Select the items for disposal, and click the Dispose button.

  2. 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.

  1. To check the status and view the disposal details of a record folder, click the Disposals tab within the item details page for the record folder. The status of the disposal is displayed in the right hand corner. As it progresses you can check for updates by clicking the Refresh button.

Retrying disposals

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.

  1. 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.

  2. 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.

  3. Navigate back to the record folder, click the Retry Disposal button. This will retry all failed child records.

Things to consider

  • Applies to both electronic folders and physical folders.
  • Disposing an aggregation will automatically dispose of all child items as well.
  • Disposal Approval is not available for aggregations, by default the user performing the disposal will be recorded as the approver.
  • Aggregation based disposals cannot be performed in conjunction with record level disposals
  • Rolling up retention to aggregations is affected by the size of your records corpus, to minimize the impact on your day to day use of the service, the retention calculation for you record folders is performed out of hours. This means that retention or classification changes to individual records will not immediately be reflected on their respective parent aggregations.