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Question

Reset "The Clock" Records Management

Version 10 Records Management
Updated April 16, 2018
asked on April 13, 2018

I have a customer who would like to see if they can use records management in the following way:

Say upon creating a record that is a contract, the interval time begins. The interval is 3 years until the record is to be cut off for retention.

Now, let's say the records manager reviews the list of records (or Contracts) and finds a contract that was renewed for that current month. Is there a way to "reset" the timer on that record so that the 3-year count starts over?

 

I know I can do this with a workflow on the document side, but wasn't sure if the RME tool had this functionality.

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Answer

SELECTED ANSWER
replied on April 16, 2018

The records management functions are currently based on the properties on the records management folder.  Changing the “clock” would best be done by workflow moving it to a new folder.

Laserfiche said at Empower that they are aiming for Q4 2018 to have records management functions available on a per document basis eliminating the need for RM folders.

Your best plan might be to do it through workflow until the new RM features are released.

 

How does the RM Manager know the contract has been renewed?  Is there a metadata field or something that someone changes when it is renewed?  If so, your workflow could watch for any field changes and have an activity that moves it to a new folder if a renewal is detected.  I don’t know if your template has a ‘renewal date’ or ‘contract expiration date’ field or something like that.  If you have the expiration date and when it gets renewed, someone changes that date, a workflow would be straight forward.  Always look at that date and move accordingly.

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replied on April 16, 2018

Thanks Jennifer,

This is what I thought. Your idea on template fields is the exact direction we are thinking of going.

 

Thank you for the insight!

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