Question

How can I define CY+1 in RME?

Records Management

Updated November 27, 2013

asked on November 22, 2013

Hello

I am setting of Transparent RME and following the LGMA structure. I am not sure how to define retention cycle for CY+1. CY+1 basically means for duration of calendar year plus one year. I would appreciate your input. Thanks

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Answer

APPROVED ANSWER

replied on November 25, 2013

The intervals is a straight up exact time interval of the record folders filing date, so you basically have full flexibility on the cutoff eligibility date. You could get the same behavior as a CY+1 by setting up a 2 year interval and setting your filing dates to 31 Dec, for example. You could do a different part of the year by setting the filing date to whatever makes sense. Alternatively, you could have all the filing dates set to one specific date but have different interval cutoff criteria for when you want it to be eligible.

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Replies

replied on November 22, 2013

Hi Farzali,

To set up your retention cycle of a calendar year plus one there are a few steps:

In the Administration Console, create a cycle definition for the calendar year. Choose ‘Set cycles by month’ and enter the month of December.
Then create a cutoff instruction for the end of the year. Set the type of the cutoff to ‘Time’, and the cycle to the CY cycle we just created.
Set up a one year retention schedule. Under the Instructions tab, enter ‘Retain for 1 year’ and choose the final disposition of the record.
To apply our retention schedule in the Client, click Records > Create Record Series. Here you can set the cutoff instruction to end of the year (created in step 2), and the retention schedule to one year (created in step 3).

And there you have it! The retention schedule we have created will hold onto the records for the remainder of the calendar year, plus one additional year. After that they can be destroyed or archived as you see fit. Hope this helps!

Jason

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replied on November 22, 2013

Hello Jason...

I think I have made mistake on wording of my question. We need Active Life Cycle to be Current calendar year plus one additional year before it goes into retention stage.

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replied on November 23, 2013

It is not possible to have an active life cutoff cycle defined as CY + 1 year. If you need a purely time based period that extends longer than a year you will need to use intervals.

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replied on November 23, 2013

How would intervals apply to different time periods within current calendar year?

Appreciate the help...

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replied on November 25, 2013

I can see this working if we applied different set of interval to the record folders with different dates on a manual bases. I am implementing Transparent Record Management and the instruction is going to apply to top LGMA code Series (not folder level), I am not sure if I can apply it here?

There are many clients using Laserfiche using LGMA structure for their RME. I am sure there are some samples we can see what has been done.

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replied on November 26, 2013

Instructions defined on the root Record Series serve as the default rules for child Record Series and Record Folders, but the children do explicitly have the rules set on them as well.

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replied on November 27, 2013

Yes. In this case all record folders will inherit from top level series. There will not be a retention settings for Record Folders each time a folder gets created. The schedule will be assigned from the top level series.

I am surprised this situation (CY+1 active live) has not been considered in LF record management. Every solution that I have considered has great deal of compromise and its is a just work around.

Thanks for your help....

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How can I define CY+1 in RME?

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