Hello,
I'm finally diving into Records Management and what better way to learn than to work with a customer to get it implemented for them!
I'm wondering the best way to implement a couple things. This customer has a couple document types that they want to retain based on 1 of 2 events + 7 years, whichever is later. My thought was that if I add both events to the cutoff instruction and make them both required for cutoff, then that would insure that they get always get the later date for retention. Is that the best way to do it? I'm sure I'm explaining that poorly so please ask me to clarify if that would help.
They also have some documents where they want document creation to essentially be the cutoff instruction. The document comes into Laserfiche and immediately enters retention for 7 years. What's the best way to set that up?
Any insight is appreciated. Thanks!
Question
Question
Handling "retain until date A or date B, whichever is longer" situations
Replies
Hi Jacob,
For your first item, you want to look at having a multiple-event based cutoff instruction, set to 'require all events'. In that case, cutoff eligibility (and therefore future retention eligibility) will be based off of the last even to be triggered.
For your second, as of the release of Laserfiche 10.4 you can now omit cutoff instructions from any record instructions in which case it basically acts as a timer and retention calculations are based on the initial filing date. Note that this approach does not add additional lock-downs to the record as with performing an actual cutoff operation, although you can of course always use Laserfiche repository security as with any folder. Laserfiche 10.4 also added native workflow activities, so you could alternatively do an automated process that handles checking it out right away if you do need the additional lock-down.