- It reduces clutter in the system by removing obsolete material, making current records easier to find.
- It extends the life of your assets (software and hardware) by managing the growth of the system.
- It reduces risk to the organization by trimming the volume of records that may be available for discovery as a result of a lawsuit. Costs for e-discovery can be prohibitive, and costs increase, the more unmanaged information you have.
- I edited an existing category, changing disposal to "immediate".
- I added a folder, added content, then changed the status of the folder to "cut-off".
- I "destroyed" the folder. At this point, it still showed up as a nub on the Alfresco site, but the content was gone.
- Note that you will be given two confirmation notices before Alfresco will destroy.
- I then deleted the folder. After deletion, the folder no longer shows up on Alfresco, but the history of the deletion is maintained on the Audit log.
- When created my own series and categories with associated schedule information, the documents I added to them disappeared after I declared them records. I will trouble shoot this tomorrow. (Edited to add - I solved the problem of the disapparing records. If I did not manage permissions to include myself, declared records disappeared from view. They were there, I just didn't have permission to see them)
I rate this test as a PASS
- Folders must be cut-off before disposition action can occur. Usually retention starts from the cut-off date.
- As a consequence, the schedule instructions for any category will have a minimum of two steps.
- Alfresco guides you through this process by forcing the first step to be either "retain" or "cut-off"
- I noted that a step cannot be deleted once created.
- Most of the disposition activity will work in the background so you don't need to be actively involved in the process...unless you want to.
- If a schedule has not been developed for your area, a RIM professional may ask for your input on how long you need your records for business purposes (be reasonable; pick something shorter than forever, and longer than "now").
- Note that your preferred retention may be overriden by legislative requirements.
- If your unit is affected by impending litigation, any disposition activity is suspended, or "frozen". There is a "freeze" feature in Alfresco that I will test on day ten.
- I need the ability to delete a step in the scheduling process after it has been saved.
- When created my own series and categories, the documents I added to them disappeared after I declared them records. I will trouble shoot this tomorrow.