Permanent Status Attributes Disposition Instructions Frozen Folder and Content Status

Setting Up a Retention Schedule 10-7 In the case of review periods with differing lengths between a parent and child objects, the shortest review period takes precedence for a child folder and is indicated in the relevant content information pages. The longer review period is ignored. However, if the shorter review period is removed or changed, the longer review period reigns again in cycling reviews for content. For example, a subject-to-review category has a review period of two calendar quarters. A child folder within the subject-to-review category has a review period set as four calendar quarters. Because the category higher in the hierarchy the ’parent’ has a shorter review period, the child folder ignores its own longer review period setting. In essence, the folder has a review period override in effect. If the review status is not set at the record folder level for a record folder in a subject-to-review category, the folder always inherits review status from the category. At the content level, a content can inherit review information from the category, and the content can inherit information from the folder if it does not have its own review settings. If a content item is filed directly into a subject-to-review retention category, it inherits settings from the category. If a subject-to-review item is filed into a subject-to-review record folder, it inherits settings from the immediate parent folder. Because record folders can be nested, the immediate folder parent determines review attributes for the item. If a retention category is subject to review, and none of the folders or content items have their own review settings, then the folders and the items all inherit review attributes from the category. You can create a non-review retention category containing record folders, content, and items subject to review. However, the reverse is not possible: you cannot create a retention category that is subject to review containing non-subject-to-review record folders and items due to inheritance of the subject to review attributes.

10.1.2.4 Permanent Status Attributes

The previous figure showed the permanent status set at the category level only, and how record folders and items inherit the folder status. Permanent items cannot be destroyed by a disposition instruction. Permanent items typically are a small percentage of an organization’s information base. Permanent status is determined by the National Archives and Records Administration NARA as having sufficient historical value to warrant continued preservation beyond the normal time needed for administrative, legal, or fiscal purposes. Permanent items are sometimes referred to as archival items.

10.1.2.5 Disposition Instructions

Disposition instructions are defined at the retention category level, with some rules being applied uniquely to a child record folder. A record folder inherits disposition rules from the retention category. Content items inherit dispositions from their retention category, and if applicable, a folder with its own uniquely applied disposition rule. For more information, see Chapter 14, Defining Disposition Instructions . Important: Within a parent and child object hierarchy, the review period with the shortest review period takes precedence for a child folder over a longer review period set on the child folder. 10-8 Oracle Fusion Middleware Setup Guide for Universal Records Management

10.1.2.6 Frozen Folder and Content Status

Freezing a record folder inhibits disposition processing for the folder and its child folders and content. Record folders and content items inherit the freeze status if it is present on an ancestor. In addition to inheriting the freeze status, freezes can be performed at lower levels within a hierarchy where inheritance is not present. A child record folder or an item within a record folder can be frozen. Freezing a content item outside of a folder also inhibits disposition processing and prevents the metadata was being updated.

10.1.3 Creating and Navigating Object Levels