Alternate Retention Schedule

A retention schedule can be configured to allow an alternate retention event. If the alternate retention event occurs, the record or record folder follows an alternate retention schedule. This option allows records managers to handle situations where they know an event can occur during a record's normal retention schedule that would require an immediate switch to a different schedule.

Example: An alternate retention schedule could be used if you have records that need to be held for five years following cutoff, or until a particular audit or review takes place.

Alternate retention schedule event dates can be set (and unset) at any stage in the life cycle prior to final disposition. Setting an alternate retention schedule event date requires the Records Management privilege. If an alternate retention event is set for an individual record rather than on the record folder, the record will be considered to be following its own retention schedule separate from its parent folder's retention schedule. This remains true even if the record and its folder later have matching schedules (for instance, if you set and then unset an alternate event date on an individual record).

If you need to return to the original retention schedule, you can unset the alternate retention event date before the record folder enters final disposition.

To set an alternate retention event date

Note: Only users assigned the Records Management privilege can perform a Destruction action.

  1. Select the record or record folder you want to set the alternate retention event date on.
  2. From the Records menu, select Record Management Actions.
  3. In the Record Management Actions dialog box, select Alt. Retention from the list on the left.

    Note: This option will only appear in the list if an alternate retention schedule has been assigned.

  4. Click Set Event to open a calendar. Select a date and click OK. Remember that an event date should only be set when the event has occurred.
  5. Click Done to close the Record Management Actions dialog box.

  1. Select the record or record folder you want to set the alternate retention event date on.
  2. From the Records menu, select Record Management Actions.
  3. In the Record Management Actions dialog box, select Alt. Retention from the list on the left.

    Note: This option will only appear in the list if an alternate retention schedule has been assigned.

  4. Click Set Event to open a calendar. Select a date and click OK. Remember that an event date should only be set when the event has occurred.
  5. Click Done to close the Record Management Actions dialog box.

To unset an alternate retention event date

Note: Only users assigned the Records Management privilege can perform a Destruction action.

  1. Select the record or record folder you want to unset the alternate retention event date on.
  2. From the Records menu, select Record Management Actions.
  3. In the Record Management Actions dialog box, select Alt. Retention from the list on the left.
  4. Click Unset Event to clear the alternate retention schedule event date.
  5. Click Done to close the Record Management Actions dialog box. The record or record folder will now revert to its original retention schedule.

  1. Select the record or record folder you want to unset the alternate retention event date on.
  2. From the Records menu, select Record Management Actions.
  3. In the Record Management Actions dialog box, select Alt. Retention from the list on the left.
  4. Click Unset Event to clear the alternate retention schedule event date.
  5. Click Done to close the Record Management Actions dialog box. The record or record folder will now revert to its original retention schedule.