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6.
On 42014, the item under Folder 2 will finally be destroyed, as the item is not being held by any remaining pointers.
14.9 Managing Dispositions
The following tasks are involved in managing dispositions:
■
Enabling or Disabling User-Friendly Captions on page 14-10
■
Creating or Editing a Disposition Rule on page 14-10
■
Viewing Disposition Information on page 14-13
■
Deleting a Disposition Rule on page 14-13
14.9.1 Enabling or Disabling User-Friendly Captions
User-friendly captions can be enabled or disabled at any time. This setting also affects the query strings in the Criteria boxes of the Screening pages.
1. Click Records then Configure from the Top menu. Click Retention then Settings.
The Configure Retention Settings Page
is displayed.
2. Expand the User Interface section if necessary. Click the User-Friendly
Disposition box.
3. Click Submit Update. A message is displayed saying the configuration was
successful.
4. Click OK.
To disable user-friendly captions uncheck the box.
14.9.2 Creating or Editing a Disposition Rule
A disposition rule applies to all content and record folders in a category by default. A disposition rule can also be created that applies only to a specific record folder. This is
a general navigational procedure; to view example procedures for specific types of dispositions, see the
Disposition Examples on page 14-14.
1. Click Browse Content then Retention Schedules. The Exploring Series Retention
Schedule Page is displayed.
2. In the row for the retention category, click Edit then Edit Disposition from the
item’s Action menu.
The initially blank if creating a disposition Disposition Instructions Page
is displayed.
Permissions: The Admin.RecordManager right is required to
perform this action. This right is assigned by default to the Records Administrator role.
Permissions: The Category.Create right is required to perform this
action. This right is assigned by default to the Records Administrator role.
Defining Disposition Instructions 14-11
3. In the Disposition Instructions area, click Add.
The Disposition Rule Page
is displayed.
4. Choose the disposition rule’s triggering event from the Triggering Event After
list.
5.
If the disposition rule has a retention period, enter an integer value in the Retention Period Wait for
box and select the corresponding period from the
Retention Period list.
6. Select an action for the rule from the Disposition Action Do list.
7.
Optional Click the plus symbol + to expand the lower section of the screen. If the disposition instruction applies only to a specific record folder, select the folder
from the Apply to Folder On folders list. Otherwise, allow the instruction to apply to all folders within a category.
8.
Optional If the disposition instruction applies only to other retention objects, select an object from the list.
9.
Optional If a user other than the category author should review the e-mail notifications triggered by the disposition rule, specify the user in the Notification
Reviewer field by entering the user name or selecting a user from the list next to
the field. If not specified, only the category author is notified of events triggered by the disposition rule. If specified, it depends on the software configuration who
will receive e-mail notifications: both the specified user and the category author = default or the specified user only.
10.
Optional When creating a category disposition using Accession, Archive, Move, or Transfer, a field is available to designate how archiving is to be done through
the Location Type list.
When an item is archived to an external storage location using File Storage, FTP, or WebDAV, the metadata audit history is included with the item’s metadata. Select
an alternate metadata path if needed. If the alternate metadata path required authentication, it must match that of the primary archive path. A user can elect to
be prompted for this information or use default information provided in the user profile, as discussed below.
Note that WebDAV will support a PropPatch method that assigns meta values to a file that has been uploaded to a WebDAV server. To enable this functionality, a
configuration variable must be set. See RmaEnableWebdavPropPatchOnExport
on page 7-13 for details. By default when the action is performed, a zip file containing the items associated
with the disposition is placed in the storage location. Select the box to unpack the zip file at destination.
Depending on the location type chosen, fill in the following information:
■
File Storage: Enter the storage path where the archive file will be stored.
■
FTP: Specify the path to the FTP server and the directory location for the archive and, if chosen, the meta path. Enter the appropriate user name and
password.
■
WebDAV: Specify a valid WebDAV path and, if chosen, the meta path. Enter the appropriate WebDAV user name and password.
■
Other: This selection specifies that the archive will be downloaded manually when the action is performed. If the destination has an associated location or
container, enter a description in the appropriate text box.
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Items can also be transfered to an external workspace. Set up the external workspace by clicking My Profile. Click Edit next to the User Workspace caption.
An external workspace can be a local file system, a FTP server, a WebDAV server, or a manual download and can be set up in the same way the Location Type is set
up here.
11.
After making selections if necessary reorder the instructions in the list. If Cutoff is present, it must be the first rule. If the Destroy or Accession rule is present, those
rules must be last.To reorder an instruction, select it in the list, and click the up or down arrow.
12. Click Submit Update. The successfully updated dispositions message is
displayed, with the disposition information.
13. Click OK.
Use this procedure to edit a disposition rule within the disposition instructions for a retention category.
To edit a disposition rule, complete the following steps:
1. Click Browse Content then Retention Schedules. The Exploring Series Retention
Schedule Page is displayed.
2.
Navigate to the appropriate retention category.
3. Click Edit then Edit Disposition from the item’s Action menu.
The Disposition Instructions Page
is displayed.
4. In the Disposition Instructions box, select the rule to edit, and click the Edit icon
an image of a pencil.
5.
The Disposition Rule Page
is displayed.
6. Make changes to the rule, and click OK. The Disposition Rule page closes.
7. Click Submit Update. The successfully updated dispositions message is
displayed, with the disposition information.
8. Click OK.
14.9.3 Copying a Disposition Rule
