Our active documents are linked to what makes them active.  For instance 
Customer Order docs are linked to the order, so when the order is complete 
there is a status and complete date that can be checked programmatically 
to "start the clock".  Likewise documents linked to products are active 
for the life of the product.  Again, we can programmatically check the 
product status and inactive date to "start the clock".

Without linkage to a master table that dictates the life of a document, 
you will need a "start the clock" date (last activity).  And a way to 
group documents and set this date. 
Another option is to set the retention period high enough to cover the 
active portion of the document.  Say if the retention is Active + 5 and 
the documents are usually active for 1 year, set the retention at 6 years. 
 (I know only a few document types fall cleanly into this category).

Record Repository systems need to come up with a way to programmatically 
do this.  Users do not have the time to manually mark thousands or 
millions of active records once they go inactive. 

Cheri Adams
Teledyne Isco, Inc.
Finance Administrative Coordinator/Records Manager
Telephone: 402-465-2084
Fax: 402-464-4543
Email: [log in to unmask]



"Vednere, Ganesh" <[log in to unmask]> 
Sent by: Records Management Program <[log in to unmask]>
03/27/2008 11:09 AM
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[RM] How to handle "ACT" retention periods






We have a centralized records repository to manage and retain electronic 
records. These records are ingested from a variety of sources and 
categorized into the appropriate file plan structure. Some of these 
records have a retention period that is "ACT+" (e.g. ACT+6).  In order for 
us to start the retention clock, we need to tell the records repository 
that the record has completed its active life and hence start the clock. 
 
The issue is that the business processes are not connected to the records 
repository and so the user has to manually check a "flag" in order to tell 
the records repository that a record is no longer active and so start the 
clock.  Given that we have hundreds of thousands of records, it will 
become somewhat cumbersome for the user to manually check a flag on a 
periodic basis. 
 
My question to the group is how are other companies handling these 
situations ?
 
 
Thanks
Ganesh Vednere
Consulting Manager (Records Management),
Capgemini, New York
 
 


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