Question

How to find destroyed records saved metadata

Search and Retrieval

Updated December 15, 2020

asked on January 21, 2015

Hello Everybody,

Looking for help in search puzzle. Using record management we destroyed records in the repository with the option to keep metadata. Everything working properly, however users asked to move deleted records entries to different location. Is it possible to find all destroyed records in the repository? I noticed that current location is empty for the destroyed records however ({LFRM:CurrentLocation=""}) does not return any results.

Any ideas?

Thank you,

Vladimir

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Replies

replied on January 23, 2015 • Show version history

Hello Vladimir,

If you are looking for the metadata of the destroyed documents, you can find them using advanced search. Look for documents with a disposition action of destroy and for documents that have no pages and no electronic documents. The syntax is:

({LF:Name="*", Type="DB"} - {LF:Ext="*"}) & {LF:pagecount = 0} & ({LFRM:FinalDispAction="D"})

If you are looking for the images of the documents, that will be a little more tricky. When you destroy a record using records management, it is removed from the repository completely; you will not be able to retrieve it. I suggest recovering these files from system backups.

Here is a link describing what happens to a record when it is destroyed.

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replied on January 26, 2015

Thank you Kathryn, we're almost there. Is it possible to find destroyed Record Folders also?

{LFRM:FinalDispAction="D"} & {LF:name="*",Type="R"} returns all Record Folders where Final Disposition is destroy however deleted folders would not have pages by definition.

Thank you,

Vladimir

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replied on January 27, 2015

I cannot get a perfect search result, but you can use the syntax:

{LFRM:ActualCutoffDate= "*"} & ({LFRM:FinalDispAction="D"}) & {LF:Name="*", Type="r"}

This will look for all record folders that have already been cutoff with a final disposition action of Destruction .

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replied on January 27, 2015 • Show version history

Thank you Kathryn, you right it is not perfect - unfortunately does not work for me, can we consider it as a feature development request? You have Final Disposition Date in the Additional properties of the Find Entry activity in the Workflow, why cannot we use it in the RM search parameters?

Best Regards,

Vladimir

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replied on January 28, 2015

I've seen a couple requests for a straightforward way to bring up destroyed entries, so it's definitely something I'd like to look into. I also want to check if it's intended that {LFRM:CurrentLocation=""} returns no results - I would have expected that to work.

Can you clarify the issue with the remaining syntax? I'm not quite clear exactly what the remaining issue is?

Thanks!

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replied on December 15, 2020

@████████,

Has there been any progress with a feature to help find destroyed records?

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replied on March 24, 2016

Hi Justin,

Any update on a straightforward way to find destroyed entries that still have the metadata? Thanks!

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replied on March 24, 2016

Hi Scott,

Try {LFRM:FinalDispDate=*} in v10

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How to find destroyed records saved metadata

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