Disposing and Deleting Physical Assets

When a physical asset has reached the end of its service, you have the option of disposing of the real-world asset and then deleting the physical asset record from Records Management. Physical assets are created and managed using a separate Physical Records Management extension.

Dispose and Delete Options

When you perform a Dispose and Delete on a physical asset, you have two options available:

• Perform the Dispose and Delete with approval required, or

• Perform the Dispose and Delete with no approval required

Each of the following sections provides a high-level description, along with a link to the detailed steps for each option.

Dispose and Delete with Approval Required

If the Dispose and Delete phase was set to Require Approval when the initial disposition lifecycle was created:

• The Record Manager will receive an action item in the Inbox that gives them the option to Approve and Submit the action first. This action tells Records Management to flag the physical item for disposition and stops the disposition process temporarily.

• At this time, a third party (e.g., an employee, a warehouse supervisor, etc.) will manually dispose of the physical asset.

• After the physical asset has been disposed of, and the Record Manager has been notified, the Record Manager will return to Records Management and select the Disposition Processed and Submit option in their Inbox for the disposed-of physical asset. The Physical Records Management Retention Job will run, and delete the physical asset from Physical Records Management.

Dispose and Delete with No Approval Required

If the Dispose and Delete phase was not set to Require Approval when the initial disposition lifecycle was created:

1. The Retention Job will immediately flag the physical asset for disposition, skipping the approval step.

2. After the Lifecycle Processing Service runs, the Disposition Processed and Submit option will show in the Inbox, meaning that the physical asset can now be disposed of. The disposition process stops temporarily.

3. At this time, a third party (e.g., an employee, a warehouse supervisor, etc.) will manually dispose of the physical asset.

4. After the physical asset has been disposed of, and the Record Manager has been notified, the Record Manager will return to Records Management and select the Disposition Processed and Submit option in their Inbox for the disposed-of physical asset. The Physical Records ManagementRetention Job will run, and delete the physical asset from Physical Records Management.