Creating Retention Plans - Records Management - Foundation 24.1 - Foundation 24.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Premier - Essential

Records Management

Platform
OnBase
Product
Records Management
Release
Foundation 24.1
License
Standard
Premier
Essential

A Retention Plan consists of the actions that must happen in order for a record to reach the end of its life cycle. Possible actions can be a specific period of time elapsing or an event. Retention plans set the rules for managed folders. Retention plans are assigned at the Folder Type level. The appropriate retention plan must be configured before configuring a Records Management Folder Type.

Retention plans control the following status transitions:

Close: An action that closes the folder and does not allow any more records to be filed into the folder. The cutoff action typically follows a close action.

Cutoff: An action that signals that the specified retention period should begin and allows disposition instructions to be completed.

Final Disposition: The final disposition is the records final status. The record could be destroyed, purged, or retained permanently.

The Close and Cutoff status transitions can be configured for time intervals, a specific date, or by event. Transitions to final disposition can only be set to time intervals.

To create a retention plan:

  1. In the Configuration module, select Document | Retention Plans.
  2. Enter a name for the plan and click Create. The Retention Plan Settings dialog box is displayed.
  3. Enter a detailed Description and Application of the retention plan. These fields should provide information about the retention plan and how it will be applied to a business need.
  4. Select the appropriate interval settings. You can use a combination of interval settings. See Interval Settings for more information.
  5. Select the appropriate destruction settings. See Final Disposition Settings for more information.
  6. Click Save.
    CAUTION:

    Once a retention plan is assigned to a Records Management Folder Type and a folder is created of that type, its settings cannot be edited.

    Tip:

    Retention plan configuration can also be accessed in the Records Management tab during Folder Type configuration by clicking Retention Plans.