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Question

Retention schedule based on Student Age

Records Management Workflow Business Processes Version 10

Updated September 19, 2024

asked on September 18, 2024

Is there a way to include age as a factor in determining a documents retention schedule? For example for our school district some documents are retained for 3 years after a students 18th birthdate, or until 21st birthday. Is that something that can be built into a workflow, or should it be managed manually? I was thinking of added a calculated field to the metadata that is read only to use in the workflow, I just wasn't sure if that would work or not.

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replied on September 19, 2024

If the student's birthday is already included in the metadata, you'll need to do the following:

Create a cutoff instruction for these records.
Create a retention schedule of 36 months.
Using a workflow:
1. Assign the record the cutoff instruction.
2. Assign the record the retention schedule.
3. Use the date token calculator to get the student's birthday plus 18 years.
4. Use this new token to set a cut off event on that date.

Once you do this, the record will immediately be cut off on the student's 18th birthday, and will be eligible for destruction 3 years after that.

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Retention schedule based on Student Age

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