Classified Records Actions Dispose Actions

14-6 Oracle Fusion Middleware Setup Guide for Universal Records Management

14.5 Retention Periods

The retention period is the amount of time waited after the triggering event before a disposition action is performed. Several built-in period units including calendar years, fiscal quarters, months, and weeks are available, but custom periods can be created see Creating or Editing a Custom Time Period on page 12-2. A retention period can be specified for all triggering events, enabling a user to create disposition rules for content such as Delete all old revisions three months after the last new revision was checked in. Examples of retention periods include: ■ 5 calendar years ■ 2 fiscal quarters ■ 6 months ■ 4 weeks

14.6 Disposition Actions

A disposition action defines what will happen after Triggering Events occur and Retention Periods , if any, have passed. The following built-in disposition actions are supported. In addition to the built-in disposition actions below, a user can define custom disposition actions see Appendix C, Customizing Your System for details.

14.6.1 Classified Records Actions

■ Declassify : This action indicates it is time to declassify content. ■ Downgrade Classification : This action indicates it is time to lower the security classification of an item to the next lower security classification in the hierarchy. ■ Review Classification : This action indicates it is time to review the security classification status of an item. ■ Upgrade Classification : This action indicates it is time to increase the security classification of an item to the next higher security classification in the hierarchy. These four disposition actions are available only if the ClassifiedEnhancements component is enabled.

14.6.2 Dispose Actions

■ Delete Previous Revision : This action indicates it is time to delete the revision before the content item revision that triggered the disposition action. The revision Important: Default disposition actions always require approval from an administrator. Custom disposition actions can be configured to perform approvals automatically. Some actions have a separate ’mark complete’ step because the system cannot tell if the action is done. For example, the completion of destruction or moves of physical records cannot be determined by the software, so someone must mark the action complete. The same is true for all transfer, accession, and move actions where the destination is defined using the software and the physical movement of the items is not within control of the software. Defining Disposition Instructions 14-7 that activated the trigger may be the latest revision of a content item, but does not need to be. – If a content item has 5 revisions and this disposition action is activated for revision 5 the latest revision, then only revision 4 is marked for deletion. – If a content item has 5 revisions and this disposition action is activated for revision 3, then only revision 2 is marked for deletion. ■ Delete Revision : This action indicates it is time to delete the content item revision that triggered the disposition action. This revision may be the latest revision of a content item, but does not need to be. – If a content item has 5 revisions and this disposition action is activated for revision 5 the latest revision, then only revision 5 is marked for deletion. – If a content item has 5 revisions and this disposition action is activated for revision 3, then only revision 3 is marked for deletion. ■ Approve Deletion : This action indicates it is time to approve record folders or content for deletion. ■ Delete All Revisions : This action indicates it is time to delete the content item revision and all earlier revisions. The revision that activated the trigger may be the latest revision of a content item, but does not need to be. If the DoD Config module is enabled, a prompt appears to select either Delete All Revisions Destroy Metadata or Delete Revisions Keep Metadata when approving the disposition action. Metadata cannot be retained unless the DoD Config module is enabled. – If a content item has 5 revisions and this disposition action is activated for revision 5 the latest revision, then revisions 1 through 5 are marked for deletion effectively removing the content item from the repository altogether. – If a content item has 5 revisions and this disposition action is activated for revision 3, then revisions 1 through 3 are marked for deletion. ■ Delete Old Revisions : This action indicates it is time to delete all revisions before the content item revision that triggered the disposition action. The revision that activated the trigger may be the latest revision of a content item, but does not need to be. ■ Delete Working Copy : This action deletes the working copy of a cloned content item. It first deletes the direct working copy of the clone. Then all previous revisions of the working copy are deleted until a revision of the fixed clone itself is found. The deletions stop at that point. This action is not available unless the RmaEnableFixedClones configuration variable is set to TRUE. Note that if deletion rules exist for a category, content is deleted according to the first rule encountered. Therefore, content will be deleted from all folders in the same category and not just from one folder.

14.6.3 Other Actions