Disposal for The National Archives 

Use

You can use this function to define the retention period and current location of folders, parts and the documents contained in them in Records and Case Management for The National Archives (TNA) standard. You define disposal schedules for this which you can assign at the level of classes and folders in the fileplan.

Disposal schedules are passed on from higher-level nodes to lower-level nodes as is the case with other metadata in the fileplan. The disposal schedules valid for parts and documents are inherited dynamically from a folder by default (see Passing on Metadata). You can also define your own disposal schedule for particular documents in user-defined disposal document types.

In a disposal schedule, the disposal event and period defines the retention period of an object in the fileplan. The following disposal actions in the disposal schedule define the way in which an object is handled when the retention period expires:

●      Review

In this action, you decide where an object is going to be located next. As a follow-on action of a review, you assign a new disposal schedule

●      Export

In this action, you copy the objects to an export destination. The objects are still available in the fileplan. You define follow-on actions by assigning a new disposal schedule.

●      Destruction

In this action, you delete the objects in the fileplan. The objects are not copied beforehand.

●      Transfer

In this action, the actions export and destruction are linked. You export the objects in the first step. In the second step, you have to confirm that the objects were exported successfully. The objects are deleted in the fileplan as soon as their export status is changed to Confirm Export.

Features

Execute disposal

You start the disposal of objects in the fileplan using the program RMPS_PRO_DISPOSAL. The program run is divided into two steps:

...

       1.      Selection of all due objects

During selection, the objects determined are listed on the tab pages and divided according to disposal action.

       2.      Execution of disposal action such as Start Destruction Process.

You process the hit list separately for each disposal action and execute the relevant action.

For more information, see the program documentation RMPS_PRO_DISPOSAL.

Disposal lock

You can hold the disposal for individual classes and folders by defining a disposal lock in the metadata of a class or a folder. If you do this, the assigned disposal schedule is overridden in the lower-level elements. Elements with a disposal lock are displayed in the hit list of the program run RMPS_PRO_DISPOSAL. You can also determine elements with a disposal lock using the report RMPS_PRO_DISPOSAL_REPORT.

Disposal document types

The disposal valid for documents is determined from the disposal schedule defined in the folder. Dynamic inheritance of the disposal schedule is valid for documents that were created with the disposal document type Standard provided by SAP.

You can override this standard setting and use a disposal schedule different to the schedule of the corresponding folder . For this, you define customer-specific disposal document types in Customizing and set up an element type for each of these document types in the registry. You can assign a disposal schedule to each user-defined disposal document type.

For more information, see the IMG activity Create Disposal Document Type in Customizing.

Evaluation report of the disposal

You can use the following programs to evaluate disposal functions:

●      Report RMPS_PRO_DISPOSAL_REPORT

You use this report to carry out a current disposal evaluation for a fileplan. The evaluation determines which active disposal schedules are used and the objects for which the disposal date has been reached or if a disposal lock is set.

●      Report RMPS_PRO_DISPOSAL_TRANSACTION

Each disposal of objects in the fileplan is logged in a disposal history. You can use this report to evaluate the disposals carried out.

See the report documentation for more information:

Data update in disposal schedule changes

If you make changes to an active disposal schedule (such as changing the disposal event), this affects the objects whose disposal data has already been defined according to this schedule. If a schedule is changed, the disposal data in the objects is updated. Receiver function modules are delivered for these disposal updates. You can use them through an event linkage for the BOR object type RMPSPRO. This event coupling (disposal update) is not defined as a default in Records and Case Management.

For more information about this, see the IMG activity Define Data Update for Disposal Changes.

Authorization control of disposal

The roles TNA document manager (SAP_PS_RM_PRO_RECMANAGER) and TNA reviewer (SAP_PS_RM_PRO_REVIEWER) are provided for processing authorization for disposal functions in The National Archives. TNA document manager is for defining disposal schedules and executing the disposal process while the TNA reviewer is authorized to assign disposal schedule for classes and folders.

Note that the disposal functions for declared documents are different. Unlike all other metadata, disposal data can be changed in declared documents.

Activities

Define your own disposal schedules according to your requirements.

You make the setting for TNA disposal in Customizing under SAP Customizing Implementation Guide → Cross-Application Components → General Application Functions → Records and Case Management → Basic Functions → Disposal →

●      Define Disposal Events

●      Define Disposal Schedules

●      Create Disposal Document Type

●      Define Disposal Schedule for Disposal Document Type

●      Define Data Update for Disposal Update

●      Define Export Destination

●      Define User-Defined Disposal