Alternate Retention Schedules and Workflow

asked on July 13, 2021

A few months ago, we had a client attempting to use the retention schedule 5 years after termination or until superseded. We learned that the built in superseded cannot be set as an alternate retention schedule. I originally posted the questions here: https://answers.laserfiche.com/questions/187126/Superseded-as-an-Alternate-Instruction.

As a work around, we set the original schedule to be until superseded, and set 5 years after termination date to be the alternate retention schedule.

This worked fine as a work around, however it has come to our attention that alternate event dates cannot be set via Workflow. Is there another route we should be trying? Or is this all intended behavior?

Justin

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replied on October 28, 2021

@Justin Caughlan, did you ever work something out for this workflow? I just discovered "alternate retention schedules" and have a purpose for two of them. Workflow would be perfect for re-setting the retention on these when the right trigger happens. I would love to hear if you got this working.

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replied on November 18, 2021

We actually resorted to cutting off the record, and then uncutting off the record. This removes all RME elements, then we re-added the new RME elements that we wanted instead.

The use case was as follows: Client would like Contracts to be cut off immediately, but want to begin a retention period after the contract expires. The expiration date is unknown at the time of filing.

Its not a very intuitive or clean solution but it works.

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replied on June 21, 2022

Hi Justin, I am trying to use the "alternate instructions" option to set a retention period. Everything seems like it would work great, IF I could tie an Event to a metadata field. For example, I am trying to delete record after X years from a specific event/date that is filled out in the template in a metadata field. I'm hoping to come up with a relatively simple solution since this will need to be put in place for several folders with similar but different retention periods.
Thank you for any help yon can provide.

Justin or anyone else have a simple solution to this issue? Thanks much.

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replied on June 22, 2022

I am not sure what your original RME Schedule is, but the way to accomplish this is by setting your original RME schedule to be 4 years after hire date and then setting the RME properties by a workflow. Workflow can grab the date from the metadata and set the RME hire date to this date. Workflows can be started based on entries changing with specific criteria.

This however only works for traditional RME cutoff and retention instructions, and unless something has been updated, does not work to set alternative instructions. If hire date needs to be an alternate instruction, it would need to be set manually.

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Alternate Retention Schedules and Workflow

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