Is there a way to allow a user to Cutoff an RM folder but not Destroy it? This ability appears to be controlled only by the privilege "Records Management" and if they have this one privilege then they can do both. I tried denying the "Delete Entry" permission directly on the RM folder/subfolder/documents but this does not appear to affect RM folder destruction. Has anyone found a way to limit this or is the ability to better control RM privileges/permissions coming in a future release?
Definitely looking into allowing WF to set a Filing Date. I'm not sure about performing a cutoff, although the business process example is a good case for it - that way the security can be based on being able to run the business process, regardless of how the Server splits up the specific role.
We have a large organization that would like each of their departments to cutoff their folders when they are finished scanning into them (e.g. the end of the calendar year), however they are not allowed to delete or destroy any records. The Records Manager in this organization is only responsible for records when they are ready for destruction and thus does not wish to coordinate cutoffs across all departmental RM folders. I would love to handle Cutoffs & Event Dates through Workflow/Business Processes however that functionality is not available in WF 9.0. How would you recommend handling this so the departments can start the retention period but not destroy and the records manager can destroy but doesn't have to start the retention process?
In Records Management you Cutoff an RM folder before Retention starts.
It stays Cutoff until it reaches the right date for its Disposition, which in this case is Destruction.
I would like the user to have the permission to "Perform Cutoff" without having the permission to "Destroy".
Thanks for you question!
In general we've approached Records Management as a general 'role'. So if someone is a records manager, they have the ability to perform all of the Records Management operations, provided they have access to the records in question in the first place (so you can still delegate different RMs for different parts of the repository). Since Cutoff is fundamentally the start of the retention period, that's been grouped together with Destruction - the end of the retention period. The idea is that it is the Record Managers responsibility to assure, well, that everything is correct at this point.
You can specifically allow any user to be able to close or set event dates on records - note that setting an event date does impact the cutoff eligibility date and so users can still be responsible for that even if they are not performing the specific cutoff operation itself.
If you have a scenario where that doesn't really make sense (and I'd love to hear more details on that), you can always set up Business Processes that would allow certain users to intitiate the various actions as well - you'd just want to ensure that you are tracking who is initiating these for auditing purposes, since it wouldn't be directly tied to the cutoff operation.