Steps Prior to Running Retention Flag Tool

Before running the Retention Flag Tool there are several actions/checks that must be completed to ensure the accuracy of the documents being flagged.

For both master and convenience disposal there are several dynamic collections that will need to be checked prior to running the retention flag tool.

The Before Flag-Quick Change Docs collection keeps track of all documents that are still in Quick Change status, meaning they are "checked out" by someone and will not be picked up by the retention flag tool since they are not in an end state status. Unless the documents are in someone's mailbox to be determined, check with the person to see if the document can be released. The Records Manager also has the capability of releasing documents.

The Before Flag-CC Next Action Pending collection keeps track of all documents that have a Next Action status of Pending and will not be picked up by the retention flag tool since they are not in an end state. These documents need to be changed to a Next Action status with an end state such as "Completed" or "Completed-No RR" so that they are included.

The Before Flag-No Next Action Status collection keeps track of all documents that have not been given a status such as "Completed" and the field is empty. With the exception of TBD documents in mailboxes, these documents will need to be assigned an end state status to be picked up by the retention flag tool.