Basic Retention Processes Oracle Fusion Middleware Online Documentation Library

Introduction to Records and Retention Management 2-9 The Classic layout or the Classic View search template are not supported. This guide assumes you are using the Trays layout.

2.5 Basic Retention Processes

The following steps outline the basic workflow of retained content: 1. The retention schedule and any required components, such as triggers, periods, classifications, and custom security or metadata fields are created. 2. Items are filed into the retention schedule by users. The filed items assume the disposition schedules of their assigned category. 3. Disposition rules are processed in accordance with the defined disposition schedules, which usually have a retention period. The processing is activated by either a system-derived trigger or custom trigger. The trigger could affect one or more items simultaneously. 4. Whenever a disposition event is due for action as activated by a trigger, an e-mail notification is sent to the person responsible for processing the events. The same is true for review. The pending events and reviews are displayed in the pages accessed from the Retention Assignments links within the user interface. 5. The Records Administrator or privileged user performs the review process. This is a manual process. 6. The Records Administrator processes the disposition actions on the pending dispositions approval page. This is a manual process. Many disposition schedules are time-based according to a predictable schedule. For example, content is often filed then destroyed after a certain number of years. The system tracks when the affected content is due for action. Notification email is sent to reviwers with links to the pages where reviewers can review and approve content and folders that are due for dispositions. In contrast, time-event and event-based dispositions must be triggered with a non- system-derived trigger a trigger that was defined for a particular scenario. For example, when a pending legal case starts litigation, the Records Administrator must enable the custom trigger and set its activation date because the start date information is external. Custom triggers can define event and time-event based disposition actions based on the occurrence of a particular event. 2-10 Oracle Fusion Middleware Administrators Guide for Universal Records Management 3 Interface Overview 3-1