Cycle Definitions

Cycle definitions are used by Time and Time+Event cutoff instructions to determine cutoff eligibility, as well as to determine vital record review cycles. Laserfiche includes nine predefined cycle definitions, which can be modified, and allows you to create new definitions. Each cycle definition is composed of the following properties:

• Code
• Description
• Type of cycle
• Individual periods that determine the cycle

Types of cycle definitions

There are two types of cycle definitions

• Monthly cycle definitions can contain anywhere from a single month to 12 months. The month specified in a monthly cycle definition indicates the end of the period. Any applicable records management actions that depend on the cycle become eligible at the start of the following period.

  Example: A monthly cycle definition with one period set to December creates a yearly cycle where records would become eligible for cutoff and vital records would be due for review on January 1. Another monthly cycle definition with six periods (i.e., February, April, June, August, October, December) creates a bimonthly cycle where records would become eligible for cutoff on the first day of the month following the end of the period (e.g., March 1 for the February period).

• Daily cycle definitions can contain anything from a single day to seven days. Any applicable records management actions that depend on the cycle become eligible at the start of the specified day.

  Example: A daily cycle definition that has one period set to Wednesday creates a weekly cycle where records would become eligible for cutoff on Wednesday.

Note: Monthly cycle definitions and daily cycle definitions behave differently. A monthly cycle period definition indicates the end of the period, with records management actions becoming eligible on the first day of the next month. A daily cycle period definition indicates the day of the week on which records management actions become eligible.

Before creating a cycle definition, note that:

• A cycle definition code can have a maximum length of 3 characters
• A cycle definition description can have a maximum length of 200 characters

To create or edit a cycle definition

1. Start the Laserfiche Administration Console.
2. In the console tree, expand the desired Laserfiche Server item.
3. Select the desired Laserfiche repository.
4. If security has been enabled on that repository, log in as any user who has been granted the Records Management privilege.
5. Expand the Records Management node and select Cycle Definitions.

   

6. From the Action menu, click New Cycle Definition to create a new cycle. Or, to edit a cycle definition, double-click it or right-click it and select Properties.
7. When creating a new cycle: In the New Cycle Definition dialog box, enter a code and description for the cycle definition.
   
   • Next to the Set cycles by option, choose the type of cycle (Day or Month).
   • Click Insert to specify when each period in the cycle ends and the next period begins.

   When editing a cycle: Edit the properties dialog box as appropriate.

8. Click OK to finish creating the cycle definition.

Related Topics

• Default cycle definitions