RecordPoint allows you to review records as part of your retention schedule. Using this process, you can identify records that have completed their disposition period and need to be reviewed. This article will outline how to add a Review action to your retention schedule and how to deal with a record that has completed its disposition period and is ready to be reviewed.
The Review action within RecordPoint does not send the record for review. Rather, the Review status identifies that the record is ready to be reviewed in accordance with your retention schedule so that you can undertake your internal process as required.
Add reviews to your retention schedule
In order to review records using RecordPoint, you must add a Review action to the retention schedule of the relevant disposal class in your file plan. To add a Review action, carry out the following steps in Records365:
1. On the dashboard select Manage File Plan > your relevant disposal class > Retention Schedule > + Add Disposition Phase
2. Under Add New Phase, add the necessary details from your retention schedule. From the first drop-down, select Review, define the time period from your retention schedule and the trigger event that will start the disposal clock ticking.
3. In both Add New Phase and the retention schedule select Save.
4. Select Yes to confirm the changes.
You have now successfully added a Review action to your disposal class.
Review records that have completed their disposition period
After you have configured a Review action, the review date will be automatically calculated as per the disposition period and trigger in the retention schedule.
1.Identifying records that are ready for review
Once a record meets the time frame and condition that were defined in the retention schedule (e.g. 10 weeks after created), it will appear under the Browse tab with the Next Action as Review and the binoculars icon shown below.
You can use Advanced Search to identify all records that have completed their disposition period and are ready for review. See the conditions below for an example of an Advanced Search that will show all records that are ready for review.
2. Prepare for review
Now that you have identified the records that are ready to be reviewed, you can send them to your reviewer as per your internal processes. For example, you can use RecordPoint to prepare the records for export.
3. Confirm the review in RecordPoint
Once you have completed the review, you can select the relevant records using Advanced Search and select the Review button shown below. This will confirm that the review has occurred in the RecordPoint audit log and will update the Next Action field.
Selecting Review will update the Previous Disposal action to Review and Previous Disposal Date to when the button was clicked. You can add Disposal Comments which will appear in the Details tab.
The audit log in the Audit tab will confirm that the record was reviewed.
The Disposals tab will contain a record of the review details and a record in the Events table.
4. Retention or disposal
After the review has been confirmed in Records365, you can action the source documents in accordance with your policies. You will likely want to reschedule the documents to a new and relevant disposal class.
Should you destroy the record after review, the Disposals tab and Events table will show a trail of both the record being Reviewed and then Destroyed.