Hi Connie,

I see that you still have the '%(Current Year)' token in your search query. That token is only available in WF, not Client, where you're running this search. In Client, you would have to replace the words '%(Current Year)' with a real year, like '2016'.

Additionally, if there is a better way to do this type of automated RM reporting, please let me know, I'm all ears.

I see. The customer does have Web Access but they don't use it because they can't use single sign-on due to some Kerberos issue they had involving the SharePoint Integration. Not sure of the exact details regarding that.

We are also working on an SDK Script activity that produces an Excel file with the list contents of the search. If we get that script to work, we'll just email that Excel file. Do you foresee any issues with that concept?

How did you come up with your Records Search? 

I typed out exactly what you have above and I get this error message:

And if I try to duplicate it in Web Access 10, all I can get is this:

Nareg, I have a customer that is asking for the same type of "review before destroy" step that you explained above.  How did you handle the process of approval for the accession/destroy step?  When you emailed the link to the "review" folder, how did the end user respond for approve/deny for each document? Have you added any other features to the report process since starting in Aug-2015?  Thanks!

Bruce, I would also love to hear from Nareg to see what he's done.  For my own processes, I chose to have my workflow put the records "shortcuts" into a temporary holding folder instead of emailing them to people, folders set up per department for our staff to review and approve for destruction via moving the shortcuts into folders that indicate their desire for each of the records they need to review.  Another workflow records who dropped any into the Approved for Destruction folder (this is the first level approval).  Once they have completed sorting and making decisions, the names of those dropped into the destruction folder get exported onto an Excel spreadsheet "Destruction Certificate" which gets signed by the department head and the CAO, which then gets scanned back into Laserfiche as our final record of destruction.

I just threw a few shortcuts into a blank folder here as examples to show you a bit of the sorting they can do.  Most of the columns that will be used to check metadata (as shown above) are newly developed procedures so most of the older documents (shortcuts) that will come into these folders will not include anything in these columns, but in future years these columns will give great clues as to what may be deleted or what needs to be checked out further (our repository is only five years old).  I find it's the event based retentions that most often were ending up in retention folders too soon.  I have added my summary of the tools I've set up for event based retention controls, as well, in case that is helpful.

Connie, great info!  We're planning on using the search then create shortcuts to review folders/records by Dept. also.  Your documentation is very helpful - I'll look at everything closely, and respond back with questions.  Thanks for jumping into the discussion!

Connie, 

Reference your document “Destruction Procedures” on page 1, “The folder, ‘Approved for Destruction’ is monitored by another workflow that will record who approved them for destruction”.  Question: Where are you putting that approved-by info?

On page two of same doc, 1a. “When the workflow runs to find all the records ready for destruction, it will now add the field called ‘Original File Path’…   How are you adding a field to a closed record template? 

Same question under 2a. “This workflow will add the ‘Disposition Choice’ field to the entries…”  How are you adding a field to the entries/records?

Thanks!