Basic disposition sweep and processing

To process records for disposition, a basic disposition sweep must be scheduled. To schedule the sweep, you must specify parameters for the sweep and then set the schedule for the sweep. The sweep is scheduled from the IBM Enterprise Records desktop Tasks view.

Set the sweep parameters

The following parameters are available when scheduling a basic disposition sweep:

File plan repository You must select the file

plan object store

(FPOS) that you want to sweep.

Containers for sweep You must select one or more containers to sweep.

Report review period This is the number of days that the Retention Due report will be available for review during the destruction process. Zero is the default value and indicates no review period. This value is also used to postpone the disposition cutoff from the date when the sweep is run.

Report only (Yes or No) The choice determines whether to generate only the destruction eligibility report, without actually initiating the destruction process, or to generate the report and then launch the destruction process.

Workflow connection point This is the connection point that is used to launch the destruction workflow.

Basic schedule workflow This determines the specific workflow to launch if more than one is available.

Needs approval (Yes or No) The choice determines whether approval is required before the destruction occurs.

Figure 6-7 shows the parameters that are available for scheduling the basic disposition sweep.

Figure 6-7 Basic disposition sweep parameters

Set the sweep run schedule

The basic disposition sweep also has the following set of options for setting the sweep run schedule:

򐂰

Name

: You must provide a name for the sweep that will be used to help identify the sweep in the task view.

򐂰

Description

: You can include a more detailed description explaining the

򐂰

Schedule

: You can select whether to run onceor run on a schedule.

–

Run once

. You can specify a start time or choose to start immediately.

–

Run on a schedule

. You must specify the frequency, a start date and time,

and, optionally, an end date.

򐂰

Login information

: If you choose anything other than

start immediately

, you

must also provide login information. When starting immediately, the sweep will use the current session credentials.

򐂰

Notification

: (Optional) You may provide an email address for notification.

Figure 6-8 shows the sweep run schedule options for the basic disposition sweep. During initial testing and validation in a development or test environment, it is typical to schedule the sweep to start immediately. However, in a production environment, you might want to schedule the sweep to start at a specific time or on a set schedule.

Figure 6-8 Basic disposition sweep scheduling options

It is a good practice to provide a meaningful name and description for each sweep because all sweeps that are scheduled will show in the Tasks view. Providing a meaningful name and description makes it easier to find the sweep results that you are looking for and to distinguish one sweep from another when

you run multiple sweeps. Depending on your solution requirements, you might choose to run a single repeating sweep on the entire file plan, or you might choose to run several different sweeps on different sections of the file plan at different times to distribute the load.

View the sweep results

When the sweep is finished, you can view the results in the Tasks view by selecting the sweep and viewing the Results tab. For a basic disposition sweep, the result will depend on whether you set the

Report only

parameter to Yes or

No. In either case, the results include a Retention Due report that is stored in the FPOS repository as a transcript and can be downloaded or viewed through a link.

򐂰 If

Report only

is set to Yes, the process is complete, and the Retention Due

report can be used for reporting.

򐂰 If

Report only

is set to No, the basic schedule workflow will be launched with

the Retention Due reportas an attachment that will be used in the destruction process for review or approval and to destroy the eligible records.

Figure 6-9 shows the results for the selected basic schedule sweep: Sweep test for ADM120. The sweep resulted in a single Retention Due report, and the basic schedule workflow was launched successfully. You can also view details of the sweep and the parameters that were selected in the corresponding tabs.

Complete the disposition process

When

Report only

is set to No, the basic schedule workflow is launched to run the basic disposition process. This process is managed and completed through the IBM Enterprise Records desktop Work view. Depending on the options selected when setting the sweep parameters, the workflow could include optional review and approval steps before records are automatically destroyed based on the attached retention due report.

Review step

If a

Report review period

was specified for the sweep, the disposition process will be delayed for that number of days to allow the Retention Due report to be reviewed. The review is not required, but the delay cannot be bypassed. The work item is available in the Basic Schedule Workflow Reviewer queue. If the

Report review period

is set to 0 (zero, which is the default), the review step

automatically completes as soon as the workflow is launched, without any delay.

Approval step

If

Need approval

is set to Yes, an approval step is required in addition to the

optional review period.

Destruction step

When the review period has elapsed and the optional approval step has been completed, the basic schedule workflow automatically attempts to destroy all records identified in the Retention Due report. Any records that might have been placed on hold in the intervening time from when the Retention Due report was generated by the sweep will

not

be destroyed. The destruction step produces two Destroy Result reports that are stored as transcripts on the FPOS:

򐂰 Deleted Records report

򐂰 Not Deleted Records report

These transcripts, respectively, list the individual records from the Retention Due report that were either deleted or not deleted, depending on whether they had been placed on hold subsequently.

Result review step

When either the review period or the approval step is selected as an option, the default basic schedule workflow includes a

result review

step. This step provides access to the two transcript reports that are generated by the destruction step to allow a user to review the final results of the disposition process. If reviewing these results is not required, this step can be removed from the basic schedule workflow.

Declare record step

An option is available to automatically declare the destruction reports as records. Because the Deleted Records report and the Not Deleted Records report are stored on the FPOS, you can enable the FPOS and the transcript document class for record declaration and enable the record declaration option for the basic schedule workflow. If this option is enabled, you must specify the appropriate container for record declaration.

In document Using IBM Enterprise Records (Page 186-191)