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Disposition Rules for Specific Folders on page 14-17
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Multi-Phased Disposition on page 14-18
14.1 About Dispositions
Dispositions are defined using disposition instructions. A disposition instruction is typically constructed as follows:
1.
When a specified triggering event occurs see Triggering Events
on page 14-4,
2.
Wait a specified period the retention period, described in Retention Periods
on page 14-6, if required, and then
3.
Perform a specified disposition action see Disposition Actions
on page 14-6. A disposition instruction is created within a retention category. All children record
folders and content items normally inherit dispositions from their parent retention category, but a disposition rule can be applied to a specific record folder only.
Access Control Lists ACLs can affect what items a user can access when processing dispositions. For example, if a user is not in the ACL for a category, the user will not be
able to access a pending disposition even if that user is in the appropriate alias group and has the appropriate rights and permissions. Always verify the ACL in use with a
category to ascertain what effect it may have on actions taken on that category.
14.2 Disposition Types
The following types of dispositions are available:
■
Event Dispositions on page 14-2
■
Time Dispositions on page 14-3
■
Time-Event Dispositions on page 14-3
14.2.1 Event Dispositions
An event disposition is when items are eligible for disposition when an event takes place. Upon the occurrence of a specified event, or immediately thereafter, an item is
eligible for the disposition. The event itself acts as a cutoff or closing occurrence. An event disposition does not have a retention period and uses actions like Delete
revision and Delete all revisions. Typical examples of an event disposition instruction are Destroy when obsolete or, in the case of classified content, Retain for
ten years after declassification. The disposition actions can vary:
■
Content that is tracked for DoD purposes use actions like destroy and retain, and the states of the items are obsolete and declassified, respectively.
■
Non-DoD content uses actions like Delete revision and Delete all revisions. To view an example step-by-step procedure for creating an event disposition, see
Event Disposition on page 14-14.
If classification is used an optional security feature for Oracle URM which is also certified to comply with the Chapter 4 requirements of the DoD 5015.2 specification,
an event disposition can be set to declassify content on a specific date or downgrade classification on a specific date.
To summarize, event dispositions do not have retention periods and have an implicit, system-derived cutoff.
Defining Disposition Instructions 14-3
Figure 14–1 Event Disposition
14.2.2 Time Dispositions
A time disposition has a fixed retention period and begins with a user-defined file cutoff. The retention period must transpire before the disposition instruction takes
action on the content item. Typical examples include Cutoff at the end of the fiscal or calendar year, retain for three years, then destroy or, in the case of DoD classified
records, Cut off at declassification, retain for ten years, then destroy. To view an example step-by-step procedure for creating a time disposition, see
Time Disposition on page 14-15.
To summarize, time dispositions have retention periods and explicitly defined cutoffs.
Figure 14–2 Time Disposition
14.2.3 Time-Event Dispositions
A time-event disposition is a disposition instruction beginning with a specified triggering event. After the event has transpired, then the folder or content item is cut
off and the retention period is applied. A typical example of a time-event disposition instruction is Destroy five years after a legal case is closed. To view an example
step-by-step procedure for creating a time-event disposition, see
Time-Event Disposition
on page 14-16. To summarize, time-event dispositions have explicitly defined events, cutoffs, and
retention periods.
Figure 14–3 Time-event Disposition
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14.3 Category Rule Review Using Workflows
Make sure to enable functionality allowing the disposition rules for a category to be reviewed through workflow steps before the disposition is available for general use.
To use this feature, the following configuration variable must be set:
■
Click the checkbox for Enable Category Dispositions Reviews on the Configure
Retention Settings Page .
■
CategoryDispositionWorkflowContentType : the default workflow for
category dispositions is performed by the retention category content type. Alter this configuration variable to a different content type if needed.
■
UpdateDispositionTableOnWorkflowApproval : allows the system to
update the dispositions table when the workflow is processed and approved. Default: TRUE. If set to false, the table is updated when the content item is
released. If a final revision is deleted, the previous revision becomes the current revision and when that revision is released, the dispositions table is updated.
Workflows must be set up to enable the review of disposition rules. See Setting Up
Workflows on page 7-4 for more details.
Enable the workflow to initiate workflow processing. Once enabled, items proceed into a workflow. If the process is disabled before the items finish the workflow process,
the items may become ’stuck’ in the workflow and will not complete until the process is enabled again.
After the functionality is enabled, dispositions enter a workflow for approval before use. After creating a disposition, a message is displayed indicating the disposition is in
the workflow, awaiting approval.
14.4 Triggering Events
