User type: archivist
Retention and disposal policies determine the period of time that PIAs must remain on the platform (retention period) based on their values and ensure their corresponding disposal: total deletion, partial deletion (numeric sampling, selective emptying, chronological sampling, file deletion and metadata preservation), permanent preservation and transfer.
Retention refers to the period of time during which a given PIA must be stored or archived on the platform.
By disposition , we must understand those processes associated with determining its fate, that is, what actions can happen on the date specified in the policy: the transfer, elimination or conservation of the PIA.
These retention and disposal policies allow the archivist to predetermine, in a manner consistent with current legislation on archive and document management (Law 10/2001 and the TAAD), the conservation factors applicable to a given PIA or set of PIA.
High disposal policy
To register a new policy, the user must click on “Add new policy” in the “Manage disposal policies” section of the “Administration” tab.
The fields to report are the following:
- Identification data:
- Documentary series (can be expanded with the registered series)
- PIA identifier
- Descriptive data:
- Policy name
- Policy description
- TAAD code, TAAD title, publication order in the DOGC and Resolution of the CNAATD
- Reason for the policy and email to whom it will be notified when the policy is going to be executed (more than one email address can be added by separating them with a comma)
- Action to be performed. One of the following:
- Total elimination
- Partial elimination (percentage of conservation indicated)
- Partial deletion by selective emptying (will remove non-essential documents)
- Partial elimination by chronological sampling (the end of the year of creation of the documents to be preserved is indicated)
- File deletion (only deletes binaries)
- Permanent conservation
- Transfer (indicate recipient entity and funds)
- Pending review
- Share conditions:
- That the opening or closing date is between certain dates or
- Retention period to be counted from the values in the opening/closing date field
- Policy execution:
- Execution start date.
- Execution frequency (in years, months or days)
Once all the data has been filled in, the policy has been created correctly:
Political modification
Modifying a policy allows the archivist to modify some of the data in a policy.
Policy activation/deactivation
Enabling/disabling policies allows the archiver to start or stop a given policy. Active policies create the corresponding tasks and operations, and inactive policies do not perform any actions, but their data can be viewed.
Check executions
The executions and results query allows the archivist to see which policy executions have been made, sorted from most recent to oldest. To check which PIAs have been affected by the application of the policy, the action log must be consulted.
The data shown in the query for each of the policy executions is as follows:
- Execution start time
- Execution end time
- Execution result. Possible states are:
- Correct
- Error
- Execution in progress
- Number of packages affected or processed during execution
Political elimination
This option allows you to delete a policy.