With Records365 and its suite of connectors monitoring and managing your content sources, automatic record declaration delivers increased efficiency and productivity to your organization. It is also possible that low-value or short-term information will be captured in Records365. These records have little or no continuing value to the business operations or activities of your organisation. Some examples of this type of content are;
- Non-business information such as personal unofficial emails, spam, unsolicited junk mail like ‘hot offers’, non-business related material.
- Duplicates of information that has already been captured by Records365.
Normal Administrative Practice – also known as NAP – is used to delete these low-value records from Records365.
The NAP Delete feature of Records365 is not enabled by default. To have it enabled in your tenant please contact support.
Performing a NAP Delete within Records365 removes the record from Records365, while the original content remains in-place in the content source.
Further edits to the content in the source system will result in the item again being declared as a record. It is recommended that in conjunction with a NAP Delete operation the corresponding connector configuration is reviewed and modified to be consistent with the delete operation.
To perform a NAP Delete you need to be assigned to the Application Administrator or Records Managers role in Records365.
The Advanced Search page allows you to utilize the results of search criteria to perform a delete.
- On the Advanced Search page, use search criteria that returns the records you want to delete.
- Select one or more records using the checkboxes and click Delete.
- A side panel will appear that allows you to choose the scope of selection to delete. You can choose from the following options:
- Selected items only, deletes those items that you have selected.
- All Items, deletes all records in Records365 that meet the search conditions.
Selecting All items will delete all items that match the search criteria, which may be more than displayed on the page. Please double check your search criteria before proceeding when selecting the All items option.
- Enter appropriate information in the Comments field.
- Click the Delete button.
- Confirm the deletion of records by clicking the Delete button.
The deletion process will take some time due to the complex nature of the operation. Once complete, the deleted items will no longer be visible within Records365 and you will receive an email notification. Please retain the email notification as the information provided in the email has crucial information regarding the delete operation.
Please note that not all items are eligible to be deleted from Records365. During the processing of a NAP delete request, each item is checked for eligibility. The following are criteria that make a record ineligible for NAP delete:
- records that have one or more freezes applied
- a record folder or box contains child records
- a physical record folder has an associated part
- a physical record, folder or box is out on loan
- records that have been disposed
When items meets any of the above criteria;
- Records365 will skip the ineligible items and continue to process the remaining items.
- Skipped items will be visible in Records365.
- To triage the skipped items, perform your initial Advanced Search query within Records365 and take the appropriate action on each of the items.
- An audit entry will be created for each item that was skipped.
- The email notification will state the number of items skipped.
Restoring Deleted Records
Once a NAP Delete has been completed you may realize that records have been deleted by mistake. There is a 30 day window in which you can revert the delete. At this time only the entire operation can be reverted, subsets of the data from the operation cannot be reverted.
Restoring records is a system process carried out by RecordPoint.
To restore deleted items;
- Forward the email notification you received pertaining to the items requiring restoration to email@example.com
- Once the restore has been completed the RecordPoint Support team will contact you.
Things to consider
- There is no limit to the number of items that can be sent for deletion in a single action. The larger the dataset, the longer the processing will be. Notification of completion will occur only when all items have been processed. Users may consider utilizing filters and search criteria to identify smaller datasets for deletion.
- If you are using the Reporting and Analytics capabilities of Records365 please contact firstname.lastname@example.org to request a refresh of your data to reflect all completed NAP Delete operations.