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Your task and authority

• Confirm your assigned duties
• Use the fictional training case
• Verify the result and its history

Learning outcome
Learner preserves approval history and can explain why approval, physical destruction and database purge are separate.

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Our audience is Authorized records managers/directors and separate disposal approvers. Before the demonstration, confirm these prerequisites: C01, C02; fictional training record and approved account. The action-level access conditions are: record_retention_review; record_archive / record_dispose; record access and custody locks. Check the actual account and record state. The goal is not simply to find a button: Learner preserves approval history and can explain why approval, physical destruction and database purge are separate.

Review the prerequisites

• Inspect retention basis, legal hold, custody state and supporting evidence.

What to check
Read the retention basis, legal hold, custody and evidence before requesting action. Permission alone is not enough when the record’s state blocks progression. Resolve the underlying condition through its proper owner.

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Inspect retention basis, legal hold, custody state and supporting evidence. Read the retention basis, legal hold, custody and evidence before requesting action. Permission alone is not enough when the record’s state blocks progression. Resolve the underlying condition through its proper owner. 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.

Staged review

• Request the appropriate review and follow its staged sign-off/approval flow.

What to check
Follow the request, sign-off and final decision states in the permitted workflow. A saved request is not an approval. A rejected or returned case needs its explanation and next action preserved.

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Request the appropriate review and follow its staged sign-off/approval flow. Follow the request, sign-off and final decision states in the permitted workflow. A saved request is not an approval. A rejected or returned case needs its explanation and next action preserved. 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.

Separate disposal approvers

• Use different authorized users for disposal sign-off and final approval.

What to check
Disposal sign-off and final approval require distinct authorized users. Archive does not enforce the same separation by default. Follow the organization’s policy without claiming the software enforces an identical rule for both.

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Use different authorized users for disposal sign-off and final approval. Disposal sign-off and final approval require distinct authorized users. Archive does not enforce the same separation by default. Follow the organization’s policy without claiming the software enforces an identical rule for both. 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.

Approval evidence

• Inspect captured evidence and the disposal certificate; distinguish verified snapshot from legacy current metadata.

What to check
Inspect captured approval evidence and the certificate. New snapshot-backed evidence differs from a legacy case that uses labelled current metadata. Protected evidence files cannot be overwritten or purged through normal file actions.

Read the full explanation

Inspect captured evidence and the disposal certificate; distinguish verified snapshot from legacy current metadata. Inspect captured approval evidence and the certificate. New snapshot-backed evidence differs from a legacy case that uses labelled current metadata. Protected evidence files cannot be overwritten or purged through normal file actions. 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.

Accidental review correction

• For a separate accidental rejected/returned request, demonstrate Clear accidental review with note only when eligible.

What to check
Use a separate eligible rejected or returned training case to explain Clear accidental review. Record the required note. This is a controlled correction, not a way to erase completed disposition evidence.

Read the full explanation

For a separate accidental rejected/returned request, demonstrate Clear accidental review with note only when eligible. Use a separate eligible rejected or returned training case to explain Clear accidental review. Record the required note. This is a controlled correction, not a way to erase completed disposition evidence. 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
Migration 105 is a prerequisite for new captured evidence. Disposal enforces distinct approvers; archive does not enforce the same separation by default. Protected evidence files cannot be replaced/deleted/purged. Use tabletop evidence unless destructive rehearsal is separately approved.

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Consider the exception before deciding to retry. Migration 105 is a prerequisite for new captured evidence. Disposal enforces distinct approvers; archive does not enforce the same separation by default. Protected evidence files cannot be replaced/deleted/purged. Use tabletop evidence unless destructive rehearsal is separately approved. 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
Use tabletop cases to compare a new captured approval and a legacy certificate. Identify the distinct disposal approvers and explain approval versus destruction versus purge.

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Now use the approved fictional example. Use tabletop cases to compare a new captured approval and a legacy certificate. Identify the distinct disposal approvers and explain approval versus destruction versus purge. 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 checks hold and custody, preserves staged history and evidence, distinguishes legacy metadata and does not equate software approval with physical destruction or database purge.

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The answer should establish the following: The learner checks hold and custody, preserves staged history and evidence, distinguishes legacy metadata and does not equate software approval with physical destruction or database purge. 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.