Explanation of Dates

The Scheduled Disposition process. uses several dates that are associated with physical items:

Date From	Represents the oldest date of the contents of the physical item.
Date To	Represents the most current date (or newest) date of the contents of the physical item.
Cut-off Date	Depending upon the retention schedule, this date will be automatically calculated by Gimmal Physical for a time-based schedule or a specific time + event-based schedule (calendar year) or it can be entered manually by the client. Note: The cut-off date is sometimes referred to as the Trigger Date, or Event Date.
Scheduled Destruction Date	The scheduled destruction date is automatically calculated if a retention schedule is selected, and certain conditions are met. Criteria used to calculate the scheduled destruction date are listed in ‘Scheduled Destruction Date Calculation’
Actual Destruction Date	The actual date the physical item was disposed based on the final steps of the disposition process.

Scheduled Destruction Date Calculation

The automated calculation for the scheduled destruction date is determined by the retention schedule (see rules below) unless it meets the following conditions:

If Override is selected, no automatic calculations are performed by Gimmal Physical for the Scheduled Destruction Date. In this situation, the Scheduled Destruction Date must be manually entered.
1. Note: The Override value does not determine the ‘Cut-Off Date’.
If the item is attached to a Permanent Records Schedule, the Scheduled Destruction Date will never be populated.
Container Calculations: The method of calculation is dependent on the Setting ‘Use Box data to determine Scheduled Destruction Date’ as listed in Admin | Application Settings. This value is set at the time of application configuration and cannot be changed.
1. If set to ‘No’, only Files will be used as the primary date for the calculation of the Box Scheduled Destruction Date. Absent the above conditions, when an item is a container (e.g., a Box) and has content items with dates (e.g., a File), the dates for the contents (the Files) act as the master to determine the dates of the source container (the Box).
  1. The Scheduled Destruction Dates of the container will be the maximum of the Scheduled Destruction Date of the contents unless otherwise noted below:
    1. If the deletion or transfer of the content items empties the container, the Scheduled Destruction Date will be set to null.
    2. If any content item has a null Scheduled Destruction Date, the container will also have a null destruction date.
  2. Regardless of whether Scheduled Destruction Dates for the content items display a value, other dates will be set as follows to ensure search fidelity:
    1. Date From = Minimum ‘Date From’ of the content items in the container
    2. Date To = Maximum ‘Date To’ of the content items in the container
    3. Cut-off Date = Maximum ‘Cut-off Date’ of the content items in the container
  3. Several actions will force the recalculation of a source container. This includes:
    1. The creation of a new content item within a container
    2. Content items deleted from a container
    3. Content items are transferred into or out of a container.
      Note: If a content item is transferred, the container for both the source and the destination will be recalculated to conform to the remaining contents in the container.
2. If set to ‘Yes’, then the contents of a Box (e.g. Files) and the Box itself are used in calculations of the Scheduled Destruction Date of the Box. Whichever the greater of the Scheduled Destruction Date will be used for disposition. Absent Scheduled Destruction Dates, the calculations will be based on the greater of the Files or Boxes Date To fields.
  1. This option allows for Files without Scheduled Destruction Date to be included without affecting the Box Scheduled Destruction Date.
  2. The greater of a File or a Box Scheduled Destruction Date or Date To will be used.
  3. Users can enter a greater Scheduled Destruction Date or Date To on the Box than the Files entered.
  4. This option is the default. It is very helpful for applications while file contents may not be entered into the system.

Retention Schedules & Dates

Time Based Retention Schedule is a schedule to store data for a specified interval. When a time-based retention schedule is associated with a physical item and the Date From and Date To are entered, the Gimmal Physical application automatically calculates a Cut-off Date. The Scheduled Destruction Date is then calculated based on the listed Year, Month, and Day values of the retention schedule.
Event+ Time Based Retention Schedule is a schedule to store data for a specified interval after a specified event has occurred. When this type of schedule is associated with a physical item* and the Date From and Date To are entered, the user must enter an Event (aka Trigger or Cut-off) Date. The Scheduled Destruction Date is then calculated based on the listed timespan (the Year, Month, and Day values) of the retention schedule.
*There is an exception to this calculation for known events whose dates are consistently known (e.g. Fiscal Year-End or Calendar Year-End). In this case, the List Value month/day is used to calculate the cut-off date. With that date, the Scheduled Destruction Date is then calculated.
Note: For this known events date calculation to work properly, the Event Code list value for options like Fiscal Year-End must be configured for the correct Month/Day. See the ‘List Values’ section below.
Event Based Retention Schedule is a rare schedule that is identical to the Event+Time above, however, the destruction will occur immediately after the event is triggered. The timespan, in essence, is 0.