Run Retention Flag tool

The following procedure provides instructions for running the Retention Flag tool for the Meridian vault. The Retention Flag tool will identify documents that have met or are within a certain number of days of meeting the designated retention end date. See the information at the end of this procedure for an overview of the tool provided by the vendor, ACAD-Plus.

Spring 2020 Update:

Connect to the Remote Desktop Connection trx-project.austin.utexas.edu:59999

1. Open the FAS Production Vault Tools & Support folder (most likely you will have a shortcut on your desktop). This folder is located within the acad-plus$ folder and trx-meridian2 network folder. Follow these steps for the VPUO Production Vault Tools and Support Folder. (Records in this vault are from a retired vault)
2. Open the Tools folder.
3. Open (double-click) the RetentionFlag tool.
4. Confirm that the correct Configuration File is selected and that the correct Meridian Vault is listed.
5. Click the Flag Documents button.
6. Respond Yes when the Log Exists box asks if you want to append the list. Note: this will ensure that we have a history of each time the tool is run rather than replacing / overwriting the file.
7. When the tool completes the Retention Flag list opens in Notepad. The most recent updates will be included at the end of the list. Close the Notepad file.
8. Exit the Retention Flag tool and close the Tools folder.
9. Open or refresh (F5) the vault and open the Master Records Pending Retention Review view.

End of run retention flag tool procedure.

About the Retention Flag Tool (provided by the vendor ACAD-Plus)
This tool can be run manually or on a scheduled basis using Windows Scheduler. This tool changes the ‘Next Action’ property to ‘PENDING RETENTION REVIEW’ for any documents that are within X days of reaching their retention end date. It is expected that business processes will take over from there because the Next Action will flag the person responsible for reviewing document retention to determine what needs to be done. If it is determined that the document should be deleted and purged, the user will then delete the file and answer that it should be purged. The next run of the Purge Tool will then fully remove the document from Meridian.

The RetentionFlag.ini file contains settings that control certain aspects of this program. Only two settings are likely to be changed by UT. They are:

DaysPriorToEndDate=X

DaysFollowingEndDate=Y

Based on these settings, a document will be flagged as having a Next Action of ‘PENDING RETENTION REVIEW’ if the tool is run on a day that is X days prior to the document reaching its calculated end date (or later). The end date is calculated by adding the Retention Years property to the Retention Start Date. When a document is flagged as ‘PENDING RETENTION REVIEW’ , the Next Action Due Date is set to Y days following the calculated end date.

Return to Top