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Records ManagementDOD5015.2
Back to Records Management Technical Design
These are the rules which relate to disposal schedules.
- Disposition occurs at either the folder or record level since some disposition schedules do not naturally lend themselves to disposition at the folder level.
- The records manager will specify whether the disposition actions will occur at the folder or record level for a particular disposition schedule. This is a property on the record category and will be set during the creation of the record category.
- All actions in a disposition schedule, (i.e. cut off, destroy and transfer) will happen at the folder level if specified that way (for example this means transfer packages up the whole folder)
- When a folder is cut off it is automatically closed, however folders can be closed without being cut off
- Even though a particular schedule is being managed at the record level, the record folder can still be 'cut off' as a convenience method. This will cut off all the individual records regardless of their eligibility in relation to the disposition schedule.
- If disposition is being managed at a record level, other actions are NOT available at the folder level.
- The system will gracefully deal with situations where a record is multi-filed in different record categories, which may have disposal schedules managed at different levels.
Reversing cut off and events
Under certain circumstances cut off and user events can be reversed. Reversing only happens on the object that manages the disposition (either the folder or the record). When dispositions are being managed at the record level there is no convenience feature which allows a reverse cut off to be applied at the folder level.
Cut off can only be reversed if no other disposition actions have taken place since the cutoff. For example in the case where a disposition instruction may be cut off after 3 months then transfer 2 years after cut-off; the reversal of the cut-off can only happen in the 2 years prior to transfer, once the records have been transferred a cut off reversal cannot happen.
In a similar way events can only be reversed prior to the next disposal action taking place. For example in the case where a disposition instruction may be cut off after 'case closed' then transfer 2 years after cut-off; the reversal of the 'case closed' event can only happen in the 2 years prior to transfer, once the records have been transferred the case cannot be re-opened.
