Outcomes are sometimes referred to as disposal classes. Essentially, an outcome is where a retention period is attached to a function and activity i.e. this is where the record belongs in the classification scheme, this is how long it needs to be retained for, based on this date event and what needs to happen when this date is reached.
Patterns and Outcomes are not actively used in RecordPoint until it is used within a rule. |
To manage large sets of outcomes, use the search control at the top right of the Outcomes page to filter the list of Outcomes. This search control can filter by Title, Classification, Disposal Class Number, Disposal Class Description or Disposal Class Trigger Date.
To create an Outcome in RecordPoint:
Where possible, system generated dates should be used, as these do not place any additional responsibility on the user. For example, if retention on a given record is calculated based on business closure, it is not possible to capture this automatically. Subsequently, in order for retention to be calculated the business closure date would need to be entered when this event occurred. However, even in these circumstances, RecordPoint will still capture, classify and apply a retention schedule to the record as soon as it is added to the system, regardless of the existence of a trigger date |
Classification | Retention | Authority Number | Trigger Date | Action | Scope Notes |
Policy – Agency Wide Policy – 13.1.1 | Keep Permanently | 13.1.1 | Created | Records documenting a policy, including its formulation, or functional activities, strategic planning and management matters affecting the whole agency. | |
Policy – Procedures – 13.3.1 | 7 Years | 13.3.1 | Modified | Destroy | Records of an agency’s procedures including manuals, handbooks, directives etc |
Contracting – Out – Contracts – 3.3.1 | Keep Permanently | 3.1.1 | Created | Summary records for all contracts managed by an agency. Includes contract registers and systems. |