Disposal

1. Summary

2. Disposal Steps

1. Creating the Disposition List
2. Advanced search to select the files to be processed
3. Generate the list
4. Sort through files (if applicable)
5. Validating the list (optional)
6. Approving the list
7. Start Processing

3. Types of disposal

3.1 Closing of Files

During this operation, the closing date of the files is set according to the date of processing of the closing list. It is made for folders that are not automatically closed by Constellio. Once the selected files have been closed, the semi-active and disposition times will be calculated.

3.2 Active to semi-active

When the status of the files is downgraded from active to semi-active, the files will change. Depending on the system configurations you choose, semi-active folders may no longer appear in the Home Page tree. Similarly, documents may be converted to PDFs.

3.3 Disposition

When switching from semi-active to inactive, the purpose of the files depends on the chosen layout method. The files to be sorted will be found in the "semi-active to deposit" lists, where you can check whether the files are to be translated or not. For the transfer, the files will change status and, depending on the configurations chosen, the documents will be converted to PDF. The folders to be destroyed will be deleted and, depending on the system configurations chosen, the metadata cards of the documents and folders will remain searchable in Constellio.

3.4 Paper Records

The downgrading of paper files is done in the same way as the downgrading of digital files. The only difference is that folders must be assigned to containers before processing is initiated.

3.5 O365

When folders are linked with an archive link, they will be repatriated in bulk to Constellio when switching from active to semi-active. Teams conversations will also be available in the interface. Note that the "unified" files (in blue) are the only ones that will not change colour following the change in archival status.

3.6 Reactivation of Records

Even when a file has changed its archival status, it may need to be reactivated. To do this, the user must send a reactivation request. Requests for reactivation must be approved by the person responsible for document management.

4. Calculation of dates

By default, downgrade dates are calculated based on file closure dates. From the system configurations, it is possible to change this value for the opening date. It is also possible to change the date used in the calculations based on the retention periods. System metadata, custom metadata, and intervals can be used.

5. Important Configurations

• Delete records from documents on destruction
• Delete records from folders on destruction
• Subfolders can be declassified separately
• Convert electronic documents to PDF format
• Enable the storage of active folders
• Year-end date