I recently discovered that our records with SO for active retention can only be cut-off by one method in Laserfiche. Our system was set up to cut-off records with "SO" retention by superseded only. This works well when a document is being replaced by another, but there are many cases when records under "SO" retention need to be cut-off by simply becoming obsolete (expired). I have been told that in this case SO cut-off (type) needs to be set as "next business day" if I need to cut-off by other than being replaced, which does not help at all (superseded or obsolete means exactly that "superseded" OR "obsolete". Help! I am sure that other's have come across this situation. I hope there is an answer or a proper work around for this (to be able to cut off a record in two different ways). We are currently on 10.2, and the above solution was proposed based on 10.3 (but is not really a solution to deal with this). We currently have 436 folders in our structure (classifications) that have SO for active stage, so this poses to be a huge issue for us. Thanks in advance for any help!
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SO retention (Superseded or Obsolete) issue with cut-off
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We are just setting this up now, and we had the same question - how do we deal with obsolete documents that are not covered by the "supersedes - superseded by" relationship type? We have added an "obsolete" tag that users will add once a document becomes obsolete and are programming the workflow to account for this and move the document to a record folder where retention is applied. I hope this helps!
Hi Olga, in the end, I decided to use a "stop document" by right clicking in the folder that contains the record that I want to cut-off by becoming obsolete, clicking "New Document" (which is really just a metadata only holder), filling in the fields with comments noting reason for declaring record obsolete. Then, I create the document relationship by Superseding the original record. We are planning to purchase Forms at the end of the year, so I am going to consider creating a form with workflow that will be used in the same way (obsolete record would be cut-off with the form). This way, workflow take it through the authorization to process the record as well.
Thanks for letting me know what you are doing in Okotoks! It is so helpful to hear and consider what others are doing in these situations.
Yes, although not ideal for us, that sounds like a viable option in the meantime. Thanks for the suggestion. Please let me know how this works out in the end! Thank you, much appreciated.