Begin Disposal Process

Owned by RecordPoint (Unlicensed)
Last updated: Dec 15, 2016
2 min read
 Article Contents

This process has been set up with guided instructions on setting up a new batch and views. To set up a new batch perform the following:

In RecordPoint:

  1. Navigate to Manage Disposal
  2. Select 'Begin Disposal Process' - This will let you manage an existing batch or to create new one

Begin Disposal Process - Select batch

  1. Select the batch to add items to
  2. Click Next

Begin Disposal Process – Select Batch – Creating a new Batch

RecordPoint disposes of Record objects using batch processing. This allows for bulk application of disposal to Records, Files and Boxes.

To create a new disposal batch, perform the following:

  1. Navigate to the RecordPoint site
  2. Navigate to Manage Disposal
  3. Select 'Begin Disposal Process'
  4. In the top left corner select Create Batch
  5. Supply a Title and Description for the new batch
  6. Select the Record Type for Disposal (Box, File or Record)
  7. Select the Save button
  8. A new batch should now be created and ready for population with the type of Records for disposal (i.e. Files or Records).
  9. Select the batch to add items to
  10. Click Next

Begin Disposal Process - Update batch

The Record Status refers to an item as being Active or Inactive (unfinalised or finalised). In order to dispose of an item, it must first be finalized.

While it is possible to add an Active item to a batch, it will not be successfully disposed when queued. Active items can be finalised from the RecordPoint ribbon.

  1. Select items to add to batch
  2. Or use the Search feature to find specific expired items and select those items
  3. In the Disposal Management ribbon, click Add to Batch
  4. Click Ok
  5. Click Close
  6. Click Next

Once a view has been created, items within the batch can no longer be modified

Begin Disposal Process – Review batch

  1. Disposal actions can be applied from the Disposal Basket if approval views are not required.

Disposal Status definitions:

  • Unapproved - Item has expired and requires further action
  • Approved - Items will have their disposal schedule applied
  • Rejected - Items will be reviewed for resentencing
  • Comments Field: Instructions for resentencing or unapproved items should be entered here

Begin Disposal Process – Review batch – Disposal Basket

Select Disposal Basket to manage or action.

Manage

The following can be managed on the items in the batch:

  • View Items
  • View Contents
  • View Metadata
  • View Audit
  • Open Active Site
  • Export

Actions

The following actions can be applied on the items in the batch:

  • Approve/Reject
  • Resentence items
  • Remove from batch

Disposal Actions can also be applied here; approve/reject, resentencing or remove from batch

If there are items within a batch that require disposal approvals an email can be created to notify the approver. The Email functionality from the ribbon creates a link to all items selected for this view. The recipient can then go through and apply approvals or additional instructions for how an item must be treated. By default, a view is created to list all items in a batch.

  1. Go back to review disposal batch page
  2. Refresh this page to reflect changes i.e. approvals, resentencing
  3. Select batch and click Next

Begin Disposal Process - Create View

The Disposal Management Tab offers action buttons related to the management and disposal of batches and views. Examples: Add to Batch, Export, Email View.

  1. Select Batch
  2. Click Finish