Question

Using Workflow to Prepare and Populate Cutoff Folders

Workflow Records Management

Updated February 10, 2016

asked on November 10, 2015

We have RIO Records Management Edition and I've implemented Transparent Records Management on our archive of about 4 million customer documents. Most of those documents have event driven cutoffs/disposition (i.e. destroy 7 years after account is closed/paid off).

Right now records are in numerous "holding for cutoff" RM folders since their cutoff hasn't occurred yet.

I'm looking for a sample workflow that will automate the process of creating a new RM Folder with the cutoff date set, and then moving the identified documents to this new folder so the retention period can start.

Any suggestions or samples would be appreciated.

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Replies

replied on November 23, 2015

Are you looking to find your records that are already eligible for cutoff or looking for a workflow to automatically cutoff any eligible records? You could set up a workflow to run a search in the repository for all records eligible for cutoff and create a folder with shortcuts to those results.

Then your records manager could perform the cutoff on all of those records at one time.

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replied on February 10, 2016

As a followup to this question:

Is there someway in Workflow to determine the type of cutoff and retention a Record Series has?

I've been able to build workflows to create Cutoff folders, but I have a workflow that processes a majority of my documents, but they belong to different Record Series and so have different cutoff and retention settings, requiring different folder structures.

If I was able to read the properties of the Record Series I'm saving the document to, I would be able to setup my workflow to save the document in the correct type of folder structure (i.e. year, active, etc).

Any ideas?

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Using Workflow to Prepare and Populate Cutoff Folders

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