IN PROGRESS

The following outlines the main functionality and process steps for permanently disposing of Student Records Documents.

1. Create Student Document Disposal records

1. Every night the Transitory Records Processor runs
2. One of the steps it performs is to look for documents with a Disposal Eligibility Date up to 60 days in the future
3. For each document found it creates an unconfirmed Student Document Disposal record

2. Send Email Notification

1. Every day at 8AM the Document Disposal email processor runs and checks to see if it is the day to send the Student Document Disposal Notification email to the Student Record Custodians
2. Enabling the Document Disposal Email Notification and specifying on what day of the month the email should be sent, is managed by Student Records in the Admin area under PASI Settings
3. The content of the email is also managed by Student Records in the Admin area under List Letter Template

3. Confirm Records for Disposal

1. Upon receipt of the Document Disposal Notification Email the Student Record Custodian logs into PASIprep and confirms the Student Document Disposal records
2. Records that are left unconfirmed will be included in the next email notification
3. If there is a student whose documents should not be disposed of the Student Record Custodian may contact Student Records to place the Student on a Student Document Disposal Override Hold

4. Physically Delete Confirmed Records

1. Every night the Transitory Records Processor runs
2. One of the steps it performs is to physically delete documents where the associated Student Document Disposal record has been confirmed and the Disposal Eligibility Date has passed

• PASIprep users must have PASIprep Level 64 Permission - View Documents Eligible for Disposal to access the screen.
• PASIprep users must have PASIprep Level 65 Permission - Manage Documents Eligible for Disposal to confirm documents within the screen.

The following informational messages is presented on the screen:

This section of the screen displays the total number of requested documents that can be disposed and the total number of students who have documents requested for disposal.

* displayed by default

This grid is sorted based on Document Type in ascending order.

Students on this grid do not qualify to have their documents disposed as they currently have an active Student Hold. Students with an active student hold will not be included in disposal confirmation regardless of when their hold became active as long as the hold is active prior to the “confirm disposal” action taking place.

* displayed by default

The dialog will display the following message: “Are you sure you want to Dispose the Eligible Documents?”

This scenario begins when documents become eligible for disposal.

1. A Student Records user accesses the Request Disposal of Eligible Documents functionality in PASIprep to request the disposal of student documents.
2. The user determines there are documents to dispose.
3. The user requests the disposal of the eligible documents.
4. A Records Management user accesses the Confirm Disposal of Requested Documents functionality in PASIprep to confirm the disposal of the student documents.
5. The Records Management user confirms the disposal of the documents.
6. Overnight, the Transitory Records Processor permanently disposes of the eligible documents.

This scenario ends when the eligible documents are permanently disposed.

This scenario begins after step 2 in the primary scenario when the user determines there are no documents eligible for disposal.

This scenario ends as the user has chosen not to permanently dispose of the eligible documents.

This scenario begins after step 2 in the primary scenario when the user chooses not to dispose of eligible documents.

This scenario ends as the user has chosen not to permanently dispose of the eligible documents.