Question

Time + Event Retention

Records Management

Updated March 6, 2023

asked on February 24, 2023

We have a department that needs the following (see below) and the Time + Event option does not seem to work in the exact way they have requested. Looking for guidance.

No record to be destroyed less than 6 years from the filing date
No record to be destroyed until an event has occurred

What it seems to do is set the time portion out from the event date we need the time to kick in after the filing date but not allow the destruction until the event date is set.

Thanks!

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Replies

replied on February 28, 2023 • Show version history

If I'm understanding the requirements correctly, the event is required to occur before the records can be destroyed, and the records must be held for at least six years, but the timing of the event has no bearing on eligibility for destruction?

Since eligibility is going to be based on the filing date, you might try creating two retention schedules, one "destroy after six years" (with a 72 month hold period) and another "hold indefinitely" (with no final disposition specified, hold period optional). Then the first one can be set as an alternate retention schedule for the first one, with the event that's required for destruction configured as the trigger to change over.

Then the first schedule gets set up as the retention schedule for the records as they enter the system. That way, the records will be held indefinitely (per the first schedule) but when a date for the changeover event is given for them they'll swap over to the "destroy after six years" schedule, with the six years measured from their filing date.

You shouldn't need a cutoff instruction in this scenario (as of 10.4 or thereabouts the system doesn't require one).

If I've understood the requirements correctly, I believe a setup like this would handle them.

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replied on March 6, 2023

UPDATE:

I found a working solution. I am using a cutoff that is Event based with an Alternate Event option. The time to keep for the event is 0 years, 0 months. The time to keep for the alternate event is 1 year, 0 months.

When the event occurs...

If the event is more than 6 years after the file date, they set the event date and alt retention date to 6 years from the file date
If the event is between 5 & 6 years after the file date, they set the event date and alt retention date to one year from the event date
If the event is less than 5 years from the file date, they set the event date to 6 years from the file date

I don't particularly like this solution because they have to pay close attention to the situation to be sure they set the dates correctly but it does work after having tested it in our development environment. Also, this is not a type of event that they will have to set frequently as it is surrounding a business closing. A Records Manager referencing instructions each time this happens is not a very big deal since it's not a frequent event.

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replied on February 28, 2023

Hi Vicki, what version of Laserfiche are you on? Self-hosted or cloud?

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replied on February 28, 2023

Version 11, self-hosted

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replied on February 28, 2023

We have a client with a similar requirement, I like Alex's response.

Vikki - how long after the event must the documents be kept?

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replied on March 1, 2023

The record must be kept for 1 year after the event, but min of 6 years from the filing date. So if the event is less than 5 years from the filing date, the record could would not be eligible for destruction for longer than a year from the event until the 6 years from filing date happens.

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Time + Event Retention

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