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Records Management - Retention Schedules - Creation Date vs Modified Date

Records Management
Updated May 13, 2014
asked on May 13, 2014

I have general question regarding retention schedules.

 

If I create a retention schedule that is 1yr. policy

 

Document A that is been inside laserfiche for 6 months. And I move the records to 1yr policy folder does it

 

A. Get a 1yr policy from the date i moved it in.

B. Does it get a date from the creation date of the records which was 6 months ago.

 

Do i need to create a retention schedule that is 6 months only so the record get's destroyed in 6 months, since it's been in the system already for 6 months?

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Answer

SELECTED ANSWER
replied on May 13, 2014 • Show version history

It sounds like you are asking about the Cutoff Eligibility. Cutoff Eligibility for Time- and Interval-based cutoffs is determined by the filing date of the parent record folder, not by the individual records. By default, the filing date is the creation date of the Record Folder. You can change the filing date for the Record Folder if necessary. If you have a regular document that you then move into a Record Folder, the Cutoff Eligibility is determined by the filing date for that record folder.

 

Example:

You have decided to use Laserfiche Records Management. You create a Record Folder with an Interval cutoff instruction, where the interval is one year, and put move a document into this folder.

 

Currently, the folder and the document (now a record) have a filing date of today's date (5/13/2014), which means they would be eligible for cutoff one year from today. However, since the document was actually created on the 7th of last month, before you used Records Management, you want it to be eligible one year from the 7th of last month.

 

To do this, you would change the filing date of the Record Folder to 4/6/2014.

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Replies

replied on May 13, 2014

The retention period starts after a record is cutoff. Once a record is cutoff, you can no longer modify it, thus you are unable to move the record. 

 

If you move a record before it is cutoff or if you change the retention schedule for its parent record folder, then the new retention schedule will be used when the record is cutoff.

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replied on May 13, 2014

Brianna Current record would just be in laserfiche outside of Records Retention. Currently we are not using Records Management. We would like to start using it.

 

 

My question was for new records that don't have any retention or cutoff date yet.

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SELECTED ANSWER
replied on May 13, 2014 • Show version history

It sounds like you are asking about the Cutoff Eligibility. Cutoff Eligibility for Time- and Interval-based cutoffs is determined by the filing date of the parent record folder, not by the individual records. By default, the filing date is the creation date of the Record Folder. You can change the filing date for the Record Folder if necessary. If you have a regular document that you then move into a Record Folder, the Cutoff Eligibility is determined by the filing date for that record folder.

 

Example:

You have decided to use Laserfiche Records Management. You create a Record Folder with an Interval cutoff instruction, where the interval is one year, and put move a document into this folder.

 

Currently, the folder and the document (now a record) have a filing date of today's date (5/13/2014), which means they would be eligible for cutoff one year from today. However, since the document was actually created on the 7th of last month, before you used Records Management, you want it to be eligible one year from the 7th of last month.

 

To do this, you would change the filing date of the Record Folder to 4/6/2014.

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