Event date options control whether Records Management administrators can specify an event date when posting an event. By default, the date the event is posted is used for the event date. In some cases, an event may need to be backdated to accommodate existing documents that have already been processed.
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Select Use Current Date for Event Date if the current date should always be used when an event is posted.
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Select Allow User to Set Event Date to allow administrators to specify a different date when posting the event.
Read the following scenarios for examples of when the Allow User to Set Event Date option may be needed.
Example 1: An organization has loan documents in OnBase, some loans of which have already been paid off. The organization must retain these documents for x years after the date the loan is paid off. When implementing Records Management, the organization wants to assign the “paid off” event as the date the loan was actually paid off. In this case, the organization wants to accommodate existing loan documents that have already been paid off and are x years into their retention.
Example 2: An organization is converting from another records management application with documents currently in a retention schedule. The ability to place an event in the past provides a seamless transition between the old records management application and OnBase, as records will resume the correct retention schedules once in OnBase.
Example 3: A document was created last week and scanned into OnBase today. The retention plan is supposed to start on the day the document was created, rather than the day the document was imported into OnBase. Backdating the event will start the retention schedule appropriately.