Question

Search for docs which have been destroyed by records management

Laserfiche Cloud Version 12 How To Ideas

Updated December 12

asked on November 26

Hi All,

I might be missing something obvious here, but is there a way to search for documents what have been through final disposition and are now a 'tombstone' document?

If not please can I raise this as a feature request.

Cheers!

Chris

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Answers

APPROVED ANSWER

replied on December 10 • Show version history

I did some investigating and found a very knowledgeable Laserfich'er who suggested using some search syntax...

({LFRM:FinalDispDate="*"}) & ({LFRM:FinalDispAction="D"})

Which means that it was disposed of and the disposition was delete. If you know the final disposition date, you could always use that as well. Let me know how that works for you.

(Big thanks to Nicole for publishing this white paper!)

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replied on December 11

You could refine this further and include accession-type removals, as well as indicating that you only want documents: (({LFRM:FinalDispDate="*"}) & ({LFRM:FinalDispAction="D"} | {LFRM:FinalDispAction="A"})) & {LF:Name="*", Type="D"}

If you wanted the record folders instead, change Type="D" to Type="R", or leave that out if you want both, like Andrew's original syntax.

Thanks for pointing out the final disposition date syntax! I was not aware of it - it's a big help!

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replied on December 12

This is a great thanks, I will look to create a custom report using the syntax

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SELECTED ANSWER

replied on December 10

Thanks for the feedback Chris, we will discuss internally and consider for a future update.

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Replies

replied on November 27

Do you mean search for the document itself that was dispositioned? If so, then no you can't - it's gone forever once it's been dispositioned, otherwise you wouldn't be in compliance. If you just mean search for the "tombstone" document as you call it then yes, you should be able to run a search and find it the same as any other document. This is especially true if retain metadata is enabled for the retention schedule.

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View 1 previous reply

replied on November 28

is there a specific filter / tag for tombstone records only?

The request is around searching for (in effect) a register of records that have been destroyed via the RM process within a given period, rather than searching for specific single records.

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replied on December 1

Hi Matthew,

I don't believe so, or at least not that I've found. However, one workaround might be if the user making the request has access to audit reporting, they could search the event type "Confirm Final Disposition" for the time frame they're looking for and I believe that would show them the documents that disposition was confirmed on and they could cross reference with the documents in the repository if needed. However, that would be dependent on how long the audit history is kept for and if the user has access.

If anyone else has any better ideas, or if I'm not correct in my assumption about the confirm final disposition event, please feel free to chime in/correct me here.

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replied on December 9

Another thought - assuming the organization has a requirement to document accessioned/destructed documents (such as a certificate of destruction, an approval list, etc), you could attach a template to the record of disposition when it's created and include a date on that template on when the action was performed, then the search could pull up that record if it searches a date range, thereby giving a list of dispositioned entries.

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replied on December 10

Good suggestion Shauna, this is certainly a feasible workaround. However I would have expected the ability to search for 'tombstones' in the system to be a basic out of the box function. Hopefully someone from Laserfiche will chime in at some point and confirm this is a sensible feature request.

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replied on December 9

So by the looks of things, this isn't possible?

Can I please raise this as a feature request? Thanks.

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Search for docs which have been destroyed by records management

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