Dispose Convenience Copy Records

The following describes the process for disposing convenience copy records that have met retention in the Meridian vault.  Click here for a print version (PDF).

1. Run Retention Flag Tool.  The Retention Flag tool identifies records that have met retention and changes the Next Action status to Pending Retention Review. Refer to the Run Retention Flag tool procedure for instructions.
2. Review Copies Pending Retention Review.  Convenience copies flagged for retention review will appear in the Navigation View called Copies Pending Retention Review.  The Document Manager will conduct a quick review to determine if any documents were included in the list mistakenly.  Things to look for include:  records that may have had the retention start date set incorrectly (compare document date to retention start date); records that were classified incorrectly (this will probably be caught in the initial QA review, but a quick review of title and subject is beneficial); records that should have been identified as Master Records instead of Convenience Copies (again, likely to be caught in the initial QA review); records linked with a document reference to other records that have not yet met retention (related records may require matching retention periods).  The Copies Pending Retention Review navigation view is designed to filter out the following properties:  Retired Status (Archived Documents) and documents in the Records Management Category. 
3. Create report of copies to be deleted and purged.  The Document Manager will use the updated Copies Pending Retention Review Collection to create reports (use two report templates:  Records Pend Retention Review and Records Pend Ret Rev BACKUP) of the documents that will be deleted and purged.  Submit the report as a master record in the vault, record series ADM-03.09 (RECORDS DISPOSITION LOG). These logs must be retained for 10 years.
4. Delete Records.  No VPUO team review required prior to deletion nor approval needed from UT Records Officer via Request to Dispose form, as with master records.  The Document Manager may delete convenience copy records.  Refer to the Delete records procedure for instructions.
5. Run Purge Documents Tool.  The Document Manager will purge the deleted documents from the vault.  Refer to the Run Purge Documents Tool procedure for instructions.