Every electronic record will be allocated to a folder at the time of declaration, and will be controlled by the disposal schedule allocated to that folder. Disposal schedules define actions to be taken on records within folders to which the are allocated, and consist of :

• a retention period, commencement of which is triggered by the effective date of an event type.
• an event type, which determines the commencement of a retention period.
• a set of disposal instructions, which come into force when the retention period is completed.

Typical event types are the opening or closing dates of a folder or part, last declaration of a record in that folder, last retrieval of a record from a folder and date of last review. The system also supports notification of some external event.

Claromentis ERMS restricts the ability to define and maintain disposal schedules in the rule base to authorised users, and maintains a history of changes to disposal rules, the date at which the change was made, and the reason for the change.

Disposal schedules can also be imported and exported.

Disposition by transfer to another organisation or destruction.

Disposition instructions may result in review, transfer into an archive for permanent preservation, or destruction, and will be initiated by fulfilment of the retention period.

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