Question

Records Management Actions (cutoff and Final disposition date)

Records Management

Updated August 28, 2017

asked on August 28, 2017

I am not familiar with Records Management and am helping a client understand some the questions presented.

1. Will this document automatically be cutoff on 1/1/2018 or will the user have to manually "Perform Cutoff"?

2. The pictures above shows the document's cutoff eligibility date as 1/1/2018 and a Final Disposition Date of 1/1/2022, but the expiration date is set to 6/20/2017 (picture below). Wouldn't the expected cutoff date be 6/20/2017 and the Final Disposition Date to be 6/20/2021? Are all the cutoff dates rounded up to the next year?

3. Can Records Management be configured to email/notify user of documents that are up for destruction? If not, then will Workflow be my best bet?

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replied on August 28, 2017

Hi Jonathan,

1. The user will need to perform the cutoff. Once the cutoff date has been reached, the record will be eligible for cutoff by a user with the records management privilege.

2. The expiration date set in the template metadata fields doesn't necessarily have anything to do with records management. The cutoff date is determined by the cutoff instruction defined in the administration console, and that particular record's filing date or cutoff event date, depending on the type of instruction applied. You'll probably need to take a look at the actual cutoff instruction to figure out why it's 1/1/2018.

3. Workflow will be your go-to for sending notifications. Records can be searched for just like any other entry in Laserfiche, and you can pull back entries using information like the cutoff date or eligibility for disposition through a Search Repository workflow activity. Once you've got the entries you're looking for, it's just a matter of configuring a workflow to notify users when you want to. In addition, the web client v10+ includes a quick access menu for records managers to run preset searches like "ready for cutoff" or "ready for disposition." If there are more detailed searches you'd want to search by, the advanced search builder gives many records management options as well.

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replied on August 28, 2017

Thanks so much!

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replied on August 28, 2017

To try and give some quick answers to your questions:

1. No Cutoff is not automatic. Someone will have to go in and perform the cutoff on the folder manually. Once the Cutoff Eligibility Date is reached the “Perform Cutoff” button will not be greyed out anymore.

2. Cutoff Eligibility and disposition date are based off your settings on the record series folder – not on a per document basis. Date will also depend on the instructions on the folder. So if you have a document with the “expiration date” of 6/20/2017 but it is in a folder that has “yearly” cutoff instruction, then all documents in that folder would not be eligible for cutoff until January first of the next year (1/1/2018).

3. Nothing within the Records Management actions will automatically email a user. Either the user would have to use the records management search features, or a workflow would need to be configured to do the records management search.

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replied on August 28, 2017 • Show version history

Awesome! Thanks! Wish I could give both of y'all the "Mark as Answer"

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Records Management Actions (cutoff and Final disposition date)

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