The following steps outline the basic workflow of retained content: Using Federated Search or Freeze, a legal officer can search content across all repositories to gather information needed for legal proceedings. Frozen content cannot be altered in any way nor can it be deleted or destroyed.įederation, Federated Search, Federated Freeze are functionality used to manage the process of legal discovery. Typical classification levels are "Top Secret," "Secret," and "Confidential," and "Unclassified."Ī classification guide is used to define default values for several classification-related fields on the content check-in pages for content.įreezing inhibits disposition processing for an item. It is used in the process of identifying and safeguarding content containing sensitive information. Disposition instructions are created that define how the conttent should be handled all revisions.Ī period is the segment of time that must pass before a review or disposition action can be performed.Ī trigger is an event that must occur before a disposition instruction is processed.Ī link is a defined relationship between items.Ī classification specifies the security level of a classified item. It is not an organization construct but rather a way to group items with the same dispositions.Ī disposition is the set of actions taken on items.
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Series are normally static and are used at a high level in an organization hierarchy.Ī retention category is a set of security settings and disposition instructions in the retention schedule hierarchy, below a series. The retention schedule is an organized hierarchy of series, categories, and record folders, which allows users to cluster content into similar groups, each with its own retention and disposition characteristics.Ī series is an organizational construct in the retention schedule that assists in organizing categories into functional groups.
Record officer: individuals who have limited administrative responsibility in addition to the responsibilities of a record user. Record user: individuals who uses the software to check content in and out of the system, to search for records, and to perform other non-administrative tasks. Record administrator: individuals who set up and maintain the retention schedule and other aspects of the management system. The following terms are used when explaining retention management: It can track and preserve content as needed, or dispose of content when it is no longer required. This software combines both record and retention management into one software system. The focus of retention management tends to be the scheduled elimination of content based on a schedule designed by a record administrator. The focus of records management tends to be the preservation of content for historical, legal, or archival purposes while also performing retention management functions. The Records software managed content items that are on a retention schedule.
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