Disposal

Use

Using this process, you can transfer completed cases and documents that are no longer required to the central archive.

Cases that do not have to be stored in the central archive can be deleted from the system once their retention period expires.

Prerequisites

  • The retention periods must be defined for the cases

  • The disposal status - To be Provided or To be Deleted must be defined for the cases.

  • The cases must have the status Processing Complete.

Process

  1. The process starts when you create a disposal catalog with the cases to be provided/deleted for a key date.

    • If you create the disposal catalog for the cases to be deleted, you can delete the cases that are not transferred to the central archive and end this subprocess.

    • If you create the disposal catalog for the cases to be provided, you can create a list of providers and the system creates a disposal portion for it. A disposal portion comprises a number of record segments, which are chronological summaries of all completed cases of a record.

  2. The list of providers consists of three files, which are saved locally on your PC.

  3. You send the list of providers to the central archive to be evaluated.

  4. The processor in the central archive uses the list of providers to decide whether the cases should be sent to the central archive or can be deleted from the system.

  5. The processors in the central archive enter the evaluation decisions and the archive numbers in the list of providers and return it to the authorities as an evaluation directory.

  6. You load the evaluation directory in the Records Management System and create a submission directory for the cases to be archived. You can delete cases that do not need to be archived.

  7. In addition to the submission directory, the system also generates a number of disposal files. These files contain the processing data, attributes, process route information and primary information of the cases super-ordinate to the records, of the cases themselves and the documents assigned to the cases. Process route information is only created for cases, primary information only for documents.

  8. You send the submission directory with the disposal data to the central archive.

  9. The central archive compares the data of the submission directory with the data of the evaluation directory and confirms receipt of the data.

  10. You can now delete the cases you transferred to the central archive from the Records Management System.

Disposal

More Information