Retention schedules

1. The Retention schedule

The retention schedule is a tool that groups together all the retention rules that determine the periods of use and the retention media for active and semi-active documents and that indicates which inactive documents are kept permanently and which are destroyed.

In Constellio, the Retention Schedule option allows you to create retention rules as well as consult, modify, delete and export retention rules. The administrative units and the classification plan must be created in order to be able to link the retention rules to the headings of the classification plan and to the holding administrative units.

1.1 Creating a retention rule

1. Click on "Administration" in the navigation menu;
2. Then click on "Retention Schedule";
3. Click on the "Add" button.

Metadata for creating a retention rule
Element	Type	Description	Image
Rule number	Obligatory	This is the number of the retention rule in the retention schedule.
Approved	Optional	Check if the rule is approved (by BAnQ or internally). A configuration allows you to make the approval of a rule mandatory so that it is possible to add records under the classification plan heading associated with this rule. However, it is not mandatory if this configuration is not activated. PDF reports Retention rules must be approved in order for them to appear in PDF reports.
Approval date	Optional	Allows you to enter the approval date or probable approval date of the retention rule, if it is not yet approved.
Title	Obligatory	Clear and concise title that makes it easy to identify the retention rule.
Collection	Optional	Title of the reference collection for this retention rule.
Rule number	Optional	Number of the rule from the reference collection.
Administrative unit that holds the main file	Optional	Select one or more administrative units responsible for the main file. For each unit, enter the name of the unit or click on the magnifying glass icon to select a unit, then click on "Add". When the responsible administrative unit indicated it will create a file that is related to this rule, it will automatically be a "Primary" file. While other units will only be able to create "secondary" files.
Responsible administrative units	Optional	Check if the majority of the administrative units have the master copy. Since no particular unit is responsible, it is the user's responsibility to choose whether the record linked to the rule is "Primary" or "Secondary".
Description and use	Optional	Allows you to enter a description of the record that is the subject of the retention rule. Provide information on the use of the record by the primary copy holder.
Legal references	Optional	Allow to enter legal references.
General remarks	Optional	Allow for comments.
Keywords	Optional	Allows you to enter keywords to help understand this conservation rule. After entering a keyword, click on "Add".
History	Optional	Allows you to record the history of this rule (e.g. changes made).
Essential documents	Optional	Check if the documents covered by this rule are essential.
Confidential documents	Optional	Check if the documents covered by this rule are confidential.
Classification code	Optional	Allows you to associate the rule with one or more headings in the classification plan. This allows you to select one of the timeframes of the rule when creating files in these headings. For each heading to be added, enter the name of the heading or do a search with the magnifying glass then click on "Add".
Uniform subdivision code	Optional	Allows you to associate uniform subdivisions, these must first be created in the "Uniform subdivisions" option of the pilot.

1.2 Section: Retention Period

It is possible to have several deadlines for the main copies and one deadline for the secondary copy. In the configurations of decommissioning, in the piloting, it is possible to make the main copy optional. To add several main copies, click on "Add a main copy" at the top right of the delay table. It is mandatory to define at least one secondary copy.

1.3 Searching for a Retention rule

There can quickly be a large number of retention rules in a conservation calendar. Here are some methods to easily find a retention rule: 

Search in the search bar at the top left of the "Retention  Rule List" window. This search is done in the following metadata

This search is done in the following metadata: rule number, title and keywords. 

The list of retention rules can also be sorted by title, date, rule number or other metadata displayed in the table (the quality of the sorting may vary depending on the content of the metadata). To do this, click to the right of a field label and a small triangle will appear to change the order of the rules.

1.4 Consulting a retention rule

1. Click on "Administration" in the navigation menu;
2. Then click on "Retention schedule";
3. In the "List of retention rules" window, click on the magnifying glass icon to the right of the retention rule you wish to consult.

The metadata visible in the consultation window of a retention rule are those that contain information and are selected in the "Retention rule" metadata schema. In addition, it is also possible to know the number of records that are associated with this retention rule. Finally, the modification and deletion of the rule are offered in the consultation window.

1.5 Modifying a retention rule

1. Click on "Administration" in the navigation menu;
2. Then click on "Retention schedule";
3. In the "Retention Rule List" window, click on the notebook icon to the right of the retention rule you wish to modify;
4. In the "Edit Retention Rule" window, edit the retention rule's metadata and click "Save". Changes to the Retention schedule are instantly reflected in the classification scheme.

1.6 Deleting a retention rule

1. Click on "Administration" in the navigation menu;
2. Then click on "Retention schedule";
3. In the "Retention Rules List" window, click on the "X" to the right of the retention rule you wish to delete;
4. In the confirmation window, click on "Yes".

1.7 Exporting retention rules (GALA format)

It is possible to export retention schedule rules in XML format. Two options are available, either exporting all the rules or exporting the approved retention schedule rules. To do so, click on one of the two downloadable files in the "Retention Rules List" window.

2. Actions on a retention rule

2.1 Modifying a rule

1. In the "Administration" section, click on "Retention schedule";
2. Click on the notebook icon on the rule of your choice;
3. Modify the metadata of your choice;
4. "Save".

2.2 Deleting a rule

1. In the "Administration" section, click on "Retention schedule";
2. Click on the red "X" at the end of the rule of your choice;
3. Confirm the deletion.

2.3 Creating a copy

1. In the "Administration" section, click on "Retention schedule";
2. Click on the magnifying glass to consult the rule of your choice;
3. Click on the "Create a copy" option;
4. The rule creation form will appear with the same information as the rule on which you performed the action. 
5. You can modify or add the information of your choice, then save.

2.4 Generating a report

1. In the "Administration" section, click on "Retention schedule";
2. Click on the magnifying glass to consult the rule of your choice;
3. Click on the "Generate a report" option;
4. Select the Excel or PDF report of your choice, then click on "Generate";
5. The report downloads or appears.