Periods define a length of time. They are associated with retention periods for dispositions and with review periods for cycling subject-to-review content.
This chapter covers the following topics:
Three types of time periods are used in retention:
Custom: A custom period has a defined start date and time usually not corresponding to a fiscal or calendar year period.
Fiscal: A fiscal period corresponds to a fiscal year.
Calendar: A calendar period corresponds to the calendar year.
Built-in periods cannot be edited or deleted. A user can edit any periods that are created, and created periods can be deleted if the period is not in use.
To work with periods, the following rights are required:
Admin.Triggers: This right enables a user to view information about periods.
Admin.RecordManager: In addition to viewing information about periods, this right also enables a user to create (add), edit, and delete periods.
The following calendar periods are predefined:
Calendar Quarters (wwRmaCalendarQuarter)
Calendar Years (wwRmaCalendarYear)
Months (wwRmaMonth)
Fiscal Quarters (wwRmaFiscalQuarter)
Fiscal Halves (wwRmaFiscalHalves)
Fiscal Years (wwRmaFiscalYear)
Weeks (wwRmaWeekEnd) are defined as a built-in custom period.
The following tasks are used when managing time periods:
Use this procedure to create a period in addition to the standard calendar periods already defined. For example, you may need a calendar period such as "decade" or "century" for the review cycle or retention period needs of your organization.
Permissions:
The Admin.RecordManager right is required to perform this action. This right is assigned by default to the Records Administrator role.Click Records then Configure from the Top menu. Click Retention then Periods.
The Configure Periods Page is displayed.
Click Add.
The Create or Edit Period Page is displayed.
Enter a name for the period.
Select the type of time period: Calendar, Fiscal, or Custom.
Click the calendar icon and select a custom start time or edit the time within the text box.
Enter an integer value for the length of the time period and choose a time unit from the Length list.
Enter a label to describe the end of the period.
Click Create.
A message is displayed saying the period was created successfully, with the period information.
Click OK.
Permissions:
The Admin.RecordManager right is required to perform this action. This right is assigned by default to the Records Administrator role.To edit a time period, complete the following steps:
Click Records then Configure from the Top menu. Click Retention then Periods.
The Configure Periods Page is displayed.
Click Edit Period from the item's Action menu for the period to edit.
The Create or Edit Period Page is displayed.
Edit the appropriate information.
Click Submit Update.
A message is displayed saying the period was updated successfully.
Click OK.
Permissions:
Either the Admin.Triggers or Admin.RecordManager right is required to perform this action. The Admin.Triggers right is assigned by default to the Records Administrator and Records Officer roles and the Admin.RecordManager right to the Records Administrator role.Click Records then Configure from the Top menu. Click Retention then Periods.
The Configure Periods Page is displayed.
Click the period to view from the Period Name list.
The Period Information Page is displayed.
When done, click OK.
Use this procedure to view references to a period (those categories, folders, and disposition rules that use the period in their definitions). Generally, period references are viewed to determine why a custom period cannot be deleted.
Permissions:
Either the Admin.Triggers or Admin.RecordManager right is required to perform this action. The Admin.Triggers right is assigned by default to the Records Administrator and Records Officer roles. The Admin.RecordManager right to the Records Administrator role.To view period references, complete the following steps:
Click Records then Configure from the Top menu. Click Retention then Periods.
The Configure Periods Page is displayed.
Click the period to view from the list.
The Period Information Page is displayed.
Click References on the Page Action menu. The Period Reference Page is displayed. This page shows all folders, categories, and/or category dispositions the current period is referenced by, with a link to each of the referencing items. If a link is clicked, the associated information page for the item is displayed.
When done, click OK.
Built-in periods cannot be deleted. Before deleting a period, make sure the period is not referenced by a retention period within a disposition rule for a category, or by a review period for an item, record folder, or retention category.
Permissions:
The Admin.RecordManager right is required to perform this action. It is assigned by default to Records Administrator role.Click Records then Configure from the Top menu. Click Retention then Periods.
The Configure Periods Page is displayed.
Click Delete Period from a period's Action menu.
A message is displayed saying the period was deleted successfully.
Click OK.
This example demonstrates creating a custom period with the following characteristics:
The custom period name is "School Year 2010-2011."
The custom start time is September 7th, 2010, and the start time is 9:00 am. The system automatically calculates and tracks the end of the period.
The length of the period is nine months.
The end of the period label is "End of School Year 2011."
Permissions:
The Admin.RecordManager right is required to perform the tasks in this example. This right is assigned by default to the Records Administrator role.To create a custom school period, complete the following steps:
Click Records then Configure from the Top menu. Click Retention then Periods.
The Configure Periods Page is displayed.
In the Period Name area, click Add. The Create or Edit Period Page is displayed.
In the Period Name box, enter School Year 2010-2011.
By default, the Custom option is already selected in the Period Type list. Leave the Custom option selected.
Click the calendar icon and select a custom start date: September 7, 2010. The date and default time display in the Custom Start Time box. The time defaults to 12 am (midnight) on this page, so to edit the time, you must do so directly in the Custom Start Time text box. Change "12" to a "9." Make sure you specify the date according to the format used by your system locale.
In the Length box, enter the length of the custom period in the text box, which is 9 and select the Months option from the list.
In the Label for end of period box, enter End of School Year 2010-2011.
Click Create.
A message is displayed saying the period was created successfully.
Click OK.