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Question

Question

Records Management Cutoffs for a Backscan

asked on September 19, 2018

My understanding of Records Management is limited, so this may be a design issue or a scripting/workflow issue, so any suggestion is appreciated.

I am attempting to import many records through a backscan process into Laserfiche and have a cutoff date automatically assigned to the record. 

For example: If a document is scanned in and is assigned a document date of "5/1/16" in the metadata, and should have a 7 year retention policy, I'd like the cutoff date to automatically reflect the "5/1/16" date and not the date that was scanned in or the document was created.  

I know that they can modify the cutoff date while cutting off the document, but entering data into metadata along with the records management action screen on import of a document isn't an option either.  

I've looked through many of the posts and I understand that automating a cutoff date for a record is not possible through the standard workflow tools.   That said, is there a method in the SDK that we can take a metadata field and associate that with the document cutoff date?

Many thanks in advance.  

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Replies

replied on September 19, 2018

It is my understanding that you can modify it using the SDK, but also note that with Laserfiche 10.4 that they are releasing for records management activities for Workflow that might do what you are looking for.

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replied on September 24, 2018

Cutoff dates go off the filing date, not the creation date or field values. You can use an SDK activity in Workflow to set the filing date back to the older date.

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replied on October 16, 2018

Another contact at Laserfiche provided me the following information that was very helpful.  The .ppt includes sdk script examples that I used to both modify the filing date and automatically cutoff the records.  

Thank you all for your help and I've attached the .ppt and message from Presales below.  

Here is the response from Presales:

For these types of time/interval based retention schedules, the filing date of the record will determine when the cutoff and disposition eligibility dates will fall. By default, this date is set as the creation date of the record in Laserfiche, but can be edited manually by users or set automatically by Workflow using the SDK. To automate the process, the customer can use a metadata field to store the paper document’s original creation date. Workflow can then pull that field from the document, and use the SDK to set the filing date as that original creation date value. Typically, we also recommend organizing records into record folders based on their retention schedules, so that they can automatically inherit retention policies and lifecycle dates. Using this type of structure, you’ll want to set the filing date on the parent record folder of the documents you’re scanning in. I’ve attached a presentation from Empower that outlines an approach to set this type Workflow up and includes an SDK script sample. Please note that although this automation currently requires the use of the SDK, an out-of-the-box Workflow activity to update filing dates is currently under development and slated for release in version 10.4.

 

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