Retention Schedules for Physical Items Disposition Events for Physical Items

Managing Physical Content 6-9

6.4 Processing Physical Content

This section explains how to process physical items used by PCM. It discusses the following topics: ■ Retention Schedules for Physical Items on page 6-9 ■ Disposition Events for Physical Items on page 6-9 ■ Pending Options for Physical Items on page 6-10 ■ Audit Log Files for Processed Events on page 6-10

6.4.1 Retention Schedules for Physical Items

Physical items can be assigned retention schedules which define their life cycle. This links the physical item to a set of retention and disposition rules, which specify how long an item should be stored and when and how it should be disposed. The same retention schedules and disposition rules may be used for physical items as for electronic items, but disposition rules can be defined specifically for physical items.

6.4.2 Disposition Events for Physical Items

A disposition event is any action needing to be performed on an item as part of its retention schedule for example, after the retention period of the item has ended. Disposition events for physical items consist of three steps: 1. Approving the event 2. Performing the actions associated with the event such as physical destruction of the affected items. 3. Marking the event as completed. Physical items can be assigned the same disposition actions as electronic items. For an in-depth discussion of the available disposition actions, see the Oracle Fusion Middleware Setup Guide for Universal Records Management. Due to the nature of physical items, some of the available disposition actions are less relevant than for electronic items: ■ Disposition actions related to revisions because physical items cannot be revisioned: – Deleting old revisions – Checking in new revisions – Deleting previous revisions – Deleting revisions – Deleting all revision ■ Disposition actions involving digital data: Note: The Destroy disposition event requires two steps for physical items, but not for electronic items. This is because the software can destroy electronic items for you, but it cannot destroy physical items. Destruction of physical items requires human intervention. 6-10 Oracle Fusion Middleware Administrators Guide for Universal Records Management – Scrubbing data. This includes overwriting it multiple times to prevent recovery as part of the destruction process. If any of these disposition actions are assigned to physical items and they are due for completion, nothing specific needs to be done and they can be marked completed immediately.

6.4.3 Pending Options for Physical Items