Applying retension policy to a document

aswathy 367 posts since Jun 27, 2005

Applying retension policy to a document Oct 9, 2006 6:59 AM Hi
I am very new to RPS.
Based on my understanding once we apply a retension policy to a document, it cannot be deleted until it reaches the
disposition state.

But when i induct a document into the repository, i dont usually apply a retension policy to it as I may need to delete
the document etc.Is it a correct approach? Can I apply retension policy to a document when it reaches a specific
age. Say 1 year after date of creation I want to apply the retension policy to the document. Is that possible out of the
box?

or

Is it possible to apply a retension policy whenever i add a new document in my docbase?

Thanks in advance
aswathy Tags: retention_policy_services, records_manager

aswathy 367 posts since Jun 27, 2005

Re: Applying retension policy to a document Oct 9, 2006 7:38 AM
Hi
I am very new to RPS.
Based on my understanding once we apply a retension
policy to a document, it cannot be deleted until it
reaches the disposition state.

But when i induct a document into the repository, i

dont usually apply a retension policy to it as I may
need to delete the document etc.Is it a correct
approach? Can I apply retension policy to a document
when it reaches a specific age. Say 1 year after date
of creation I want to apply the retension policy to
the document. Is that possible out of the box?

Can I use Cut off date for this?

or

Is it possible to apply a retension policy whenever i

add a new document in my docbase?

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Applying retension policy to a document

Thanks in advance
aswathy

Darrell Schroeder 785 posts since Aug 12, 2003

Re: Applying retension policy to a document Oct 10, 2006 8:52 AM

in response to aswathy 1) While an object has a Retention Policy applied the object cannot be deleted except as
part of the disposition process.

2) There is nothing in RPS that would allow you to provisionally apply a retention. I suppose that you could create a
job, a workflow or a lifecycle that would apply retentions to objects based on business logic. The Cut Off date is not
relevant to this requirement.

3) A typical way to set up RPS is to create a set of folders to which you apply Retention Policies. A document that is
linked to one of these folders then inherits that Retention Policy from the folder. You can then control the application
of retention by linking the document, either at import or through jobs, workflows or lifecycles.

D.

prashantmdesai 380 posts since Feb 4, 2005

Re: Applying retension policy to a document Nov 1, 2006 11:46 AM

in response to aswathy Re: #1

Cut off date is not meant for this. You may try the following option.

For that object type, create a custom attribute "Retention base date"(or any other name).
Customize save operation(you may create TBO for doing this) to set the "Retention base date" to be equal to
"creation date + 1 year".

Or you can have a job to update the "Retention base date" equal to "creation date + 1 year"

Use that attribute "Retention base date" as the retention base date for that custom object type.

Darrell Schroeder 785 posts since Aug 12, 2003

Re: Applying retension policy to a document Nov 2, 2006 7:40 AM

in response to prashantmdesai Unfortunately that won't work, at least for the originally specified requirement.
Once a document is under retention it cannot be deleted or re-saved as the same version. Even if the start date of
the first phase is in the future the document is still under retention. The start date is simply used to calculate the end
of the first phase.

I would use either a custom lifecycle that automatically links the document to a retained folder at the end of the
lifecycle or a job that links the document to a retained folder once the document is a year old.

D.

prashantmdesai 380 posts since Feb 4, 2005

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Re: Applying retension policy to a document Nov 2, 2006 7:47 AM

in response to Darrell Schroeder My response was for the following:

#####################################
Hi
I am very new to RPS.
Based on my understanding once we apply a retension
policy to a document, it cannot be deleted until it
reaches the disposition state.

But when i induct a document into the repository, i

dont usually apply a retension policy to it as I may
need to delete the document etc.Is it a correct
approach? Can I apply retension policy to a document
when it reaches a specific age. Say 1 year after date
of creation I want to apply the retension policy to
the document. Is that possible out of the box?

Can I use Cut off date for this?

#####################################

Darrell Schroeder 785 posts since Aug 12, 2003

Re: Applying retension policy to a document Nov 2, 2006 9:38 AM

in response to prashantmdesai Don't mean to belabour this point, but my understanding of Aswathy's original
request is that he wants to apply retention on a document but still be able to delete the document for the first year
after creation. My point is that as soon as you apply a retention to the document you will no longer be able to delete
it, regardless of how you set the base date. Therefore you need some way to track the age of the document and
apply the Retention Policy after a year.

None of this is out-of-the-box functionality, so you would have to create custom processes to make it happen.

D.

prashantmdesai 380 posts since Feb 4, 2005

Re: Applying retension policy to a document Nov 2, 2006 2:14 PM

in response to Darrell Schroeder I think if the disposition method is set to "Destroy", Disposition Manager will
automatically delete the document once the final phase of the attached lifecycle in that RP is over. isn't it ? and the
final phase can be set to be equal to "Retention Base Date" (mentioned by me earlier) + 1 year.

Darrell Schroeder 785 posts since Aug 12, 2003

Re: Applying retension policy to a document Nov 2, 2006 3:02 PM

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Applying retension policy to a document

in response to prashantmdesai Yes. But my understanding is that he wants to be able to delete the document
during the first year of its life. If you want to be able to delete a document it cannot have an RP applied to it. If an RP
is applied to a document it cannot be deleted. The dates on the phases, or conditions, or disposition methods or any
other settings are irrelevant. The mechanism that prevents deletion simply checks for the existence of a retainer.

From an architectural point of view, the base date does not signify the start of the retention period. It is only a value
that is used in the calculation of the qualification date. The document is under retention from the moment the RP is
applied to it.

So, say I create a document today (Nov 2, 2006) and I add an attribute "Retention Base Date" that I set to Nov 2,
2007, and I have a single phase RP that is 2 years in duration. If I apply the RP to the document, the qualification
date will be Nov 2, 2009. The document will be eligible for disposition on Nov 2, 2009. However I cannot delete the
document, even if I try to delete it tomorrow, or any time before or after Nov 2, 2007.

If I want to be able to delete the document at any time up until Nov 2, 2007, I need some way to schedule the
application of the RP on Nov 2, 2007. Depending on your particulars you could use a workflow, or a lifecycle or a job
to wait until the one year delete window is finished and then apply the RP.

Because the programmatic interface for applying an RP is such a mess, the easiest way to apply the RP from a
workflow, lifecycle or job is to create a link from the document to an RPC controlled folder and inherit the RP from the
folder.

D.

prashantmdesai 380 posts since Feb 4, 2005

Re: Applying retension policy to a document Nov 2, 2006 3:10 PM

in response to Darrell Schroeder In your words - a little changed.

So, say I create a document today (Nov 2, 2006) and I add an attribute "Retention Base Date" that I set to Nov 2,
2007, and I have a single phase RP that is 0 days in duration. If I apply the RP to the document, the qualification
date will be Nov 2, 2007. The document will be eligible for disposition on Nov 2, 2007. And it gets deleted when
Disposition manager runs.

Darrell Schroeder 785 posts since Aug 12, 2003

Re: Applying retension policy to a document Nov 2, 2006 4:37 PM

in response to prashantmdesai Yes, assuming that the disposition method is destroy, that's correct.

D.

aswathy 367 posts since Jun 27, 2005

Re: Applying retension policy to a document Nov 6, 2006 4:45 AM

in response to Darrell Schroeder Thanks Darrel , Prashant

My own intention was to apply the retention policy after say one year the document has been inducted to docbase.

But I have a recyclebin customization done to my docbase, so that when a normal user deletes a document, it simply
moves to another cabinet which is hidden from normal user.

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Regards
Aswathy

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