Disposition Schedules

What can you do

You may add and edit schedules and view activities for a schedule. To view schedules for a catalog, select the catalog name from the filter.

There are different types of schedules that can be setup -

• Dispose - This only disposes the documents and keeps the data in the application
• Expunge - This disposes the documents and data from the application
• Hold - This keeps the documents being part of the Dispose / Expunge schedules

Add Disposition Schedule

To create a retention schedule for Dispose or Expunge, follow the instructions below:

1. Go to Axiom Pro --> Retention --> Disposition Activity
2. Click Add from the Action menu, Add Schedule page opens

   

   1. Enter a Schedule Name
   2. Enter a Description
   3. Enter a Retention Type
   4. Select a Catalog
   5. Set Fields to Display
   6. Select Primary Approvers up to 7 PRIMARY APPROVERS (required)
      You can select up to 7 approvers
   7. Select Secondary Approvers (optional)
      You can select up to 7 approvers
   8. Set the Retention Period Type
   9. Set a value and timeframe for frequency under Run Every
   10. Set the Start Date for the first run
   11. Add the PRIMARY RULE
       1. Select a date field from the first dropdown (CATALOG fields)
       2. Set an operator from the second dropdown (e.g., equals, less than, greater than, contains, between)
       3. Select a value in the third field (options vary pending condition)
   12. Set Additional Metadata Filters for refining (optional)
       1. Select a field from the first dropdown (CATALOG fields).
       2. Set an operator from the second dropdown (equals, contains)
       3. Enter a value to validate against
3. Click SAVE to add the new schedule and return to the retention schedule screen

Edit Disposition Schedule

To edit a retention schedules for Dispose or Expunge, follow the instructions below:

1. Go to Axiom Pro --> Retention --> Disposition Activity
2. Locate and select the desired schedule
3. Click Edit from the Action menu, the Edit Schedule page opens
   1. Editable fields are restricted based on run status
      1. Full Edit (name, description, approvers, etc.) is allowed if schedule:
         1. has run zero times
         2. has run, but never been approved and has no pending activity
      2. Partial Edit (approvers, next run date, run every increment) is allowed if schedule:
         1. has run, never been approved, but has a pending activity
         2. has been approved at least once in the past
4. Click Save

Creating a Hold Schedule

1. Go to Axiom Pro --> Retention --> Disposition Activity
2. Click Add from the Action menu, Add Schedule page opens
3. Enter a Schedule Name
4. Enter a Description
5. Select the Retention Type of Hold
6. Select a Catalog
7. Set Fields to Display
8. Set the End Date
9. Set Metadata Filters for refining
   1. Select a field from the first dropdown (CATALOG fields).
   2. Set an operator from the second dropdown (equals, contains)
   3. Enter a value to validate against
   4. Repeat as needed
10. Click Save

Edit a Hold Schedule

To edit a retention schedules for Hold, follow the instructions below:

1. Go to Axiom Pro --> Retention --> Disposition Activity
2. Locate and select the desired hold schedule
3. Click Edit from the Action menu, the Edit Schedule page opens
   1. Editable fields are restricted to Fields to Display and End Date
4. Click Save

Activate a Schedule

You may decide to activate a previously deactivated schedule. 

1. Go to Axiom Pro --> Retention --> Disposition Activity
2. Locate and select the desired inactive schedule
3. Click Activate from the Action menu and the schedule will be activated
   1. For Dispose and Expunge schedules
      1. They become available to run again
      2. The next run will be based on the previously saved Next Run Date
         1. If greater than the reactivation date no change is made
         2. If less than or equal to the reactivation date, then it’s set to the next day
   2. For Hold schedules
      1. The activity is set to run immediately
         1. Sets the hold criteria as a filter for other dispositions
         2. Removes documents meeting the filter criteria from existing disposition activities

Deactivate a Schedule

You may decide to deactivate a schedule and activate it again later. 

1. Go to Axiom Pro --> Retention --> Disposition Activity
2. Locate and select the desired active schedule
   1. If the active schedule has an activity pending approval it will need to be resolved first 
3. Click Deactivate from the Action menu and the schedule will no longer run

View Activity

Used to view details for disposition activity.

1. Go to Axiom Pro --> Retention --> Disposition Activity
2. Locate and select the desired schedule
3. Click View Activity from the Action menu and the Disposition Activity page opens filtered to the most recent run

Run Now

As a user with the Retention Management permission, you may decide to run a dispose or expunge schedule adhoc. Choosing to run a schedule this way will not change the Next Run Date.

1. Go to Axiom Pro --> Retention --> Disposition Activity
2. Locate and select the desired active schedule
   1. If the active schedule has an activity pending approval it will need to be resolved first
3. Click Run Now from the Action menu and the schedule will be set to run immediately