I would like to submit a feature request for consideration. I've read through past requests similar to this but found no workable solution. If there is one, please point me to it!
Currently, records managed under Laserfiche retention schedules can be disposed of at the end of their retention period, and metadata may optionally be retained to document the disposition.
I believe there would be significant value in adding a native Certificate of Disposition feature that is automatically generated whenever records are disposed of pursuant to a retention schedule.
Requested Functionality
When records reach their final disposition and are disposed of, Laserfiche could automatically generate and retain a Certificate of Disposition. Depending on the needs of the organization, the certificate could optionally include information such as:
- Record title
- Entry ID
- Record series
- Retention schedule name
- Relevant metadata fields
- Date eligible for disposition
- Date disposed of
- User, process, or system account that executed the disposition
- Repository information
- Legal authority or retention schedule governing the disposition
- Number of records included in the disposition event
- Unique certificate number or audit identifier
The certificate could be stored in a designated repository location or made available through Records Management reports and exports.
Business Need
Organizations frequently receive records requests, public records requests, FOIA requests, discovery requests, audits, and internal inquiries for records that have already been disposed of according to approved retention schedules.
In these situations, it is often important to provide evidence that:
- The requested record once existed.
- The record was managed under an approved retention schedule.
- The retention period was satisfied.
- The record was disposed of in accordance with policy and legal requirements.
While retained metadata can help demonstrate compliance after disposition, a formal Certificate of Disposition would provide a standardized, auditable document that can be furnished directly to requestors, auditors, legal counsel, and regulatory agencies.
I am not requesting that Laserfiche certify legal compliance. Rather, I am requesting a system-generated Certificate of Disposition that documents the metadata, retention authority, audit history, and disposition details of records that have been disposed of pursuant to a retention schedule. Organizations can then use this information to support records requests, audits, and jurisdiction-specific compliance requirements.
Additional Enhancement Ideas
- Batch certificates for large disposition events.
- Digitally signed certificates.
- Export to PDF.
- Automatic retention of certificates as permanent records.
- API access to certificate data.
- Workflow integration for notifications and approvals.
- Customizable certificate templates and branding.
Thanks in advance for your consideration!