Monday, February 14, 2011

Alfresco Test Day 5 - Destroying

On this day of testing I am checking the destroy feature. Can I delete/destroy a record that does not allow reconstruction? This checks the integrity of the system.

To test delete and destroy, I created a new category with a disposal conditions of Immediate after Cut-off event. I added a few documents, then recorded the cut-off event.

The folder and it's contents did not immediately delete; not what I expected. I'll test more when I get to the scheduling stage. Below is a list of "events" for that folder, which includes the cut-off.

I then simply selected the "Delete" feature for the folder, and it immediately disappeared from the File Plan. All the "child" documents similarly disappeared. However, when I checked the audit log, the creation and deletion of the file was recorded. This is good. An ECM system should record all events, including deletions, as long as the contents are not maintained.

I rate this test as a PASS

Records Manager
  • Cut-off is the first step in conducting disposition actions in the DOD standard. See the definition of cut-off under notes, below.
  • When a parent folder is deleted, the child documents/records are deleted as well.
  • The folder is completely removed from the file plan, but the audit log remains. This is good.
Business User
  • Delete works, and destroyed is truly gone.
  • The history of creation and deletion is retained, however, and this is good. 

This is a test of DOD feature C2., Relating to GARP Section 2, Integrity.

Definition of Cut-Off: DL1.28. Cutoff. To cut off records in a file means to break, or end, the record at regular intervals to permit disposal or transfer in complete blocks and, for correspondence files, to permit the establishment of new files. Cutoffs are needed before disposition instructions can be applied because retention periods usually begin with the cutoff, not with the creation or receipt, of the records. In other words, the retention period normally does not start until the records have been cut off. Cutoffs involve ending input to old files and starting input to new ones at regular intervals (Reference (f)). Cutoff is sometimes abbreviated as COFF and is also called file cutoff or file break.