Custodia Registry · G03
Retention and appraisal
35 minutes. · 10 slides
Lesson video coming soon. The player below contains a sample video, not this lesson. You can use the written lesson and slide guide now.
Work through the lesson
Use these explanations alongside the slide guide. Expand any section to read its full explanation.
Your task and authority
- Confirm your assigned duties
- Use the fictional training case
- Verify the result and its history
Learning outcome
Learner finds the governing retention basis and distinguishes appraisal from final disposition.
Read the full explanation
Our audience is Clerks read schedules; authorized managers/directors govern. Before the demonstration, confirm these prerequisites: C01, C02; fictional training record and approved account. The action-level access conditions are: rim_retention_schedule_view/manage; rim_appraisal_manage. Check the actual account and record state. The goal is not simply to find a button: Learner finds the governing retention basis and distinguishes appraisal from final disposition.
Schedule and authority
- Locate the schedule and its authority for the sample series.
What to check
Find the schedule that governs the sample series and the recorded authority behind it. The application stores the basis; it does not create the organization’s authority to retain or dispose of records.
Read the full explanation
Locate the schedule and its authority for the sample series. Find the schedule that governs the sample series and the recorded authority behind it. The application stores the basis; it does not create the organization’s authority to retain or dispose of records. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.
Trigger and period
- Explain its trigger/period rather than guessing a deletion date.
What to check
Read the trigger and period together. A period cannot be applied correctly without its starting event. Do not guess a deletion date from the age of a record alone.
Read the full explanation
Explain its trigger/period rather than guessing a deletion date. Read the trigger and period together. A period cannot be applied correctly without its starting event. Do not guess a deletion date from the age of a record alone. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.
Schedule or appraisal entry
- Enter an approved training schedule or appraisal where authorized.
What to check
Use approved training values when entering a schedule or appraisal. Management permissions and organizational approval are separate requirements. Keep the source of the decision with the entry.
Read the full explanation
Enter an approved training schedule or appraisal where authorized. Use approved training values when entering a schedule or appraisal. Management permissions and organizational approval are separate requirements. Keep the source of the decision with the entry. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.
Supporting evidence
- Inspect linked evidence and print the available Annexure 2 form.
What to check
Inspect the linked evidence and available Annexure 2 output. Compare the printed information with the saved appraisal. Producing a form does not establish that every required review has taken place.
Read the full explanation
Inspect linked evidence and print the available Annexure 2 form. Inspect the linked evidence and available Annexure 2 output. Compare the printed information with the saved appraisal. Producing a form does not establish that every required review has taken place. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.
Next authorized decision
- Identify the next authorized decision without executing disposal.
What to check
Identify who must review the appraisal and what remains outstanding. Appraisal and final disposition are different stages. This exercise stops before any destructive action.
Read the full explanation
Identify the next authorized decision without executing disposal. Identify who must review the appraisal and what remains outstanding. Appraisal and final disposition are different stages. This exercise stops before any destructive action. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.
Exceptions and recovery
- Identify the blocked condition
- Preserve the relevant evidence
- Use the authorized next step
Important boundary
Software does not supply legal authority. Organization-approved schedule and committee evidence must be supplied; do not claim legal certification.
Read the full explanation
Consider the exception before deciding to retry. Software does not supply legal authority. Organization-approved schedule and committee evidence must be supplied; do not claim legal certification. Explain what you expected and what was actually shown. Keep the record identifier and sanitized error context, then refer the issue to the person responsible for that decision. A missing or blocked control is not a reason to borrow a more powerful account.
Guided practice
- Work within the assigned role
- Show the resulting state
- Explain one exception
Your exercise
For a fictional series, identify the retention trigger, period and authority. Explain which further decision is needed before disposition.
Read the full explanation
Now use the approved fictional example. For a fictional series, identify the retention trigger, period and authority. Explain which further decision is needed before disposition. Explain the identity, current state and intended action before acting. At the end, show the evidence of the result and name the next responsible person if the workflow cannot proceed. Destructive actions and live external sends are discussed using prepared examples.
Practice debrief
- Correct identity and authority
- Traceable result and history
- A justified next step
Expected answer
The learner names the governing evidence, interprets trigger and period together and distinguishes appraisal output from final disposal authority.
Read the full explanation
The answer should establish the following: The learner names the governing evidence, interprets trigger and period together and distinguishes appraisal output from final disposal authority. Walk through the evidence in the same order as the workflow. Explain the specific boundary discussed in this lesson. If a result could not be established, report it as unverified and identify what would be needed to complete the task.