Question

Delete Records over 2 months old

Laserfiche Records Management

Updated February 16, 2017

asked on February 14, 2017

I have a form that is generated with potentially 10-30 a week. I have a folder in a repository that those forms are placed in but I do not want anything older than 2 months to remain in that folder.

So I am looking at setting up a retention schedule. I have setup the cutoff and retention then when I select the sub-folder which houses those documents, the records menu but its completely blank so I can't assign it.

Will I be able to able to create a record series just for files in this one folder? When I go to create the record series I don't see an area to specify a folder. I'm assuming I assign the series to the files/folder after I create the series name?

This probably wasn't the best question so if there is an easier way to do this maybe through workflow or if there is a step by step tutorial please let me know.

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replied on February 14, 2017

Can you post an image of your file structure, so I can better see what you have going on?

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replied on February 14, 2017

Thanks for taking alook

REpository Folder Structure.JPG (61.31 KB)

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replied on February 14, 2017

okay... so you have "normal" folders. To use Records Management (RM) you have to create Records Folders. they will have brown behind them. On your toolbar at the top of your client click on "Records" and then "Create Record Series" from the drop down. See the two circled areas. One is for the records drop down and the other is what it will look like one you have created one.

RM.JPG (38.51 KB)

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replied on February 14, 2017

I guess I should have said this too. the Record folder has to be at the top level. It can't be a sub folder.

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replied on February 15, 2017

Anthony, did this solve your issue?

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replied on February 15, 2017

You answered some of my questions but I am not sure if I can go down this route as I think I need to leave this folder as is. So I might have to find another method of moving older files out of that folder.

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replied on February 15, 2017

You can use Workflow to search for form submissions in that folder that were created more than two months ago and move those to another folder.

Then you can also have this workflow definition run on a schedule such as once a day or once a week.

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replied on February 15, 2017

Thanks Alexander, that sounds like it would work best for my situation. So I could do something like Search Repository-->For Each Entry--> then route entry to folder.

My question is how do I setup the search like I would say for a sql query "where datecreated>=getdate()-14" That would filter anything created greater than 14 days ago every time it ran. Is there some advance search syntax function that would get the current date?

I know the search Repository has the "AdditionalProperties" section, and create date is an option.

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replied on February 15, 2017

You can use a workflow like the followoing

Use the "date token calculator" activity to create a token that represents the date two months ago (subtracting two months from the current date). Then search for documents created before that date. For each entry, move it to another folder.

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replied on February 16, 2017

You can leave the folder as is but create your RM structure as well. The records are stored in RM with shortcuts to each document stored in a regular filing structure. As the files come to their two month window, they can be moved or disposed of.

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Delete Records over 2 months old

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