IBM TechXchange Enterprise Records User Group

Curious how everyone is handling disposition within their organizations. 

We have been configuring a custom disposition process within IER and CN over the last couple of years, but the end result is still "destroy" even if the reviewer has NOT given direct approval to destroy the items. This process is proving controversial so we are needing to step back and re-assess. 

Is anyone else handling a disposition process that prevents auto-destruction without explicit consent? 

Thanks in advance!
Amanda


------------------------------
Amanda Lemon
------------------------------

Hey Amanda,

I've certainly had clients ask for a workflow that forces review of every document before destruction. They live to regret it and revert because they don't realize the volume of records requiring review on a daily or weekly basis (or, more often, we start with a review everything configuration and then switch later once there's confidence that records are being classified correctly, especially when there's a backlog of long-overdue dispositions).

We usually handle this through a review workflow and advanced disposition.

Best,
Eric

------------------------------
Eric Walk
Director

O: 617-453-9983 | NASDAQ: PRFT | Perficient.com
------------------------------

Original Message:
Sent: Thu July 14, 2022 01:17 PM
From: Amanda Lemon
Subject: Disposition Strategies (Not Auto-Destroy)

Curious how everyone is handling disposition within their organizations. 

We have been configuring a custom disposition process within IER and CN over the last couple of years, but the end result is still "destroy" even if the reviewer has NOT given direct approval to destroy the items. This process is proving controversial so we are needing to step back and re-assess. 

Is anyone else handling a disposition process that prevents auto-destruction without explicit consent? 

Thanks in advance!
Amanda


------------------------------
Amanda Lemon
------------------------------

Hi Amanda,

If I understand your statement correctly, you are not using Auto Destroy, but your custom process is still destroying records even though a reviewer has not approved it.  Is that correct? 

From a technical standpoint, that should not be possible. I do know the OOTB destroy workflow works correctly and it will not destroy without someone clicking the Approve button for each and every record that is ready for disposal. If you are using a destroy workflow, is it possible that reviewer "A" is approving destruction for reviewer "B" unintentionally?  Have you reviewed your version of IER and all new fix packs/interim fixes to see if there was a reported bug for your issue?

As Eric mentions, I also have many clients that start with destroy because they are not confident in the process and fear that IER will destroy records that are not ready for destruction yet.  Once they have to approve 10,000+ records, they quickly change to auto-destroy.

------------------------------
Mike Baney
------------------------------

Original Message:
Sent: Thu July 14, 2022 01:17 PM
From: Amanda Lemon
Subject: Disposition Strategies (Not Auto-Destroy)

Curious how everyone is handling disposition within their organizations. 

We have been configuring a custom disposition process within IER and CN over the last couple of years, but the end result is still "destroy" even if the reviewer has NOT given direct approval to destroy the items. This process is proving controversial so we are needing to step back and re-assess. 

Is anyone else handling a disposition process that prevents auto-destruction without explicit consent? 

Thanks in advance!
Amanda


------------------------------
Amanda Lemon
------------------------------

Again... We configured a custom disposition process (not using the OOTB workflow). 
Reviewer gets two rounds (90 day, 30 day) to review. After their second review, if no action (i.e., Approve), items are still destroyed. 

So, the OOTB workflow would not destroy items unless the item was "approved" for destruction?

I'm trying to find alternatives to appease our Legal team. 

------------------------------
Amanda Lemon
------------------------------

Original Message:
Sent: Fri July 15, 2022 09:18 AM
From: Mike Baney
Subject: Disposition Strategies (Not Auto-Destroy)

Hi Amanda,

If I understand your statement correctly, you are not using Auto Destroy, but your custom process is still destroying records even though a reviewer has not approved it.  Is that correct? 

From a technical standpoint, that should not be possible. I do know the OOTB destroy workflow works correctly and it will not destroy without someone clicking the Approve button for each and every record that is ready for disposal. If you are using a destroy workflow, is it possible that reviewer "A" is approving destruction for reviewer "B" unintentionally?  Have you reviewed your version of IER and all new fix packs/interim fixes to see if there was a reported bug for your issue?

As Eric mentions, I also have many clients that start with destroy because they are not confident in the process and fear that IER will destroy records that are not ready for destruction yet.  Once they have to approve 10,000+ records, they quickly change to auto-destroy.

------------------------------
Mike Baney

Original Message:
Sent: Thu July 14, 2022 01:17 PM
From: Amanda Lemon
Subject: Disposition Strategies (Not Auto-Destroy)

Curious how everyone is handling disposition within their organizations. 

We have been configuring a custom disposition process within IER and CN over the last couple of years, but the end result is still "destroy" even if the reviewer has NOT given direct approval to destroy the items. This process is proving controversial so we are needing to step back and re-assess. 

Is anyone else handling a disposition process that prevents auto-destruction without explicit consent? 

Thanks in advance!
Amanda


------------------------------
Amanda Lemon
------------------------------

Yes, the OOTB destroy workflow will not destroy a record unless it is approved for destruction.

Best,
Eric

------------------------------
Eric Walk
Director

O: 617-453-9983 | NASDAQ: PRFT | Perficient.com
------------------------------

Original Message:
Sent: Fri July 15, 2022 11:44 AM
From: Amanda Lemon
Subject: Disposition Strategies (Not Auto-Destroy)

Again... We configured a custom disposition process (not using the OOTB workflow). 
Reviewer gets two rounds (90 day, 30 day) to review. After their second review, if no action (i.e., Approve), items are still destroyed. 

So, the OOTB workflow would not destroy items unless the item was "approved" for destruction?

I'm trying to find alternatives to appease our Legal team. 

------------------------------
Amanda Lemon

Original Message:
Sent: Fri July 15, 2022 09:18 AM
From: Mike Baney
Subject: Disposition Strategies (Not Auto-Destroy)

Hi Amanda,

If I understand your statement correctly, you are not using Auto Destroy, but your custom process is still destroying records even though a reviewer has not approved it.  Is that correct? 

From a technical standpoint, that should not be possible. I do know the OOTB destroy workflow works correctly and it will not destroy without someone clicking the Approve button for each and every record that is ready for disposal. If you are using a destroy workflow, is it possible that reviewer "A" is approving destruction for reviewer "B" unintentionally?  Have you reviewed your version of IER and all new fix packs/interim fixes to see if there was a reported bug for your issue?

As Eric mentions, I also have many clients that start with destroy because they are not confident in the process and fear that IER will destroy records that are not ready for destruction yet.  Once they have to approve 10,000+ records, they quickly change to auto-destroy.

------------------------------
Mike Baney

Original Message:
Sent: Thu July 14, 2022 01:17 PM
From: Amanda Lemon
Subject: Disposition Strategies (Not Auto-Destroy)

Curious how everyone is handling disposition within their organizations. 

We have been configuring a custom disposition process within IER and CN over the last couple of years, but the end result is still "destroy" even if the reviewer has NOT given direct approval to destroy the items. This process is proving controversial so we are needing to step back and re-assess. 

Is anyone else handling a disposition process that prevents auto-destruction without explicit consent? 

Thanks in advance!
Amanda


------------------------------
Amanda Lemon
------------------------------