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Disposition Report

Reporting , Admin

The Disposition report contains information about the disposition of content in your Box account affected by retention policies. You can use the Disposition report to understand which files are scheduled to be disposed of as a result of disposition actions defined in retention policies. You must define filters for the Disposition report before you can run it.

Disposition report details

  • File format: comma-separated value (.csv) file
  • Filename format: disposition_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv
  • Folder name format (each report run is placed in its own folder): Disposition run on YYYY-MM-DD HH-MM-SS
  • Filename and folder name time zone: the local date and time of the admin who ran the report or who set up the report schedule.

Disposition report data columns

This section describes the data columns that are generated in Disposition reports. 

Owner Email
The value in the Email field in User Account Details of the owner of the item.
Co-owner Email
The value in the Email field in User Account Details of any co-owners of the item
Path
The path to the file or folder from the root of your Box instance.
Path ID
A number that uniquely identifies the path to the file or folder from the root of your Box instance.
File Name
The name given to the file or folder.
File ID
A number the uniquely identifies the file or folder.
Uploaded Date
The date, in UTC, that the most current version of the item was uploaded. (If there is only one version, "uploaded date" equals "creation date.")
Disposition Date
The date, in UTC, that the item is scheduled to be subject to the disposition action listed in the Disposition Action field by the retention policy in the Retention Policy Name field.

Note

If the item is subject to any legal hold policy, the file will not be deleted on the Disposition Date unless the legal hold is lifted by that time.

Disposition Action

The disposition action that will be taken on the item once its retention period has expired. Values can be:

  • None
  • Permanently Delete

When permanently delete content is selected, admins and co-admins with the permission to edit retention policies can choose to allow folder owners and co-owners to extend the disposition date. The maximum extension limit can be set to 7 days, 30 days, 1 year, unlimited, or a custom amount. If Custom is selected, admins can specify an extension in days or years.

Note: If a maximum extension length is configured, users cannot extend a file beyond that limit.

For example: if the policy allows a maximum extension of 6 months and the file has already been extended by 2 months, a request to extend it by 1 year will only add 4 more months, reaching the 6-month limit.

Retention Policy Name
 The name of the retention policy applied to the file. If more than one retention policy applies to the file, the "winning" policy is listed, where "winning" is defined as the policy with the longest duration.
Retention Policy ID
 The numbers that uniquely identifies the retention policy listed in the Retention Policy Name field.
Retention Policy Type

The type of retention policy. Values can be:

  • Non-modifiable
  • Modifiable
Legal Hold Policies
 If any legal hold policies also apply to the file, they will be listed in this field. If a legal hold policy applies to a file that would otherwise be deleted by retention policy, the file is still retained until the legal hold policy is lifted. 
Trashed
The date, in UTC, that the item was sent to Trash.

Disposition report filters

This section describes the filters that you can configure to run Disposition reports.

Date Range

The date range of when files will be disposed. Select from:

  • [Next] 7 Days (default)
  • [Next] 30 Days
  • [Next] 90 Days
  • [Next] 12 Months
  • Custom Range (and then select a start and/or end date)

Next day/week/month/year(s) values mean the next day/week/month/year(s) from the date the report was run.

Disposition Action

The disposition action of the file under retention. Select from:

  • All - To include all files under retention in the report.
  • None - To include only files in the report that are under retention and with no disposition action defined in the policy.
  • Permanently Delete (default) - To include only files in the report that are under retention and with the disposition action of Permanently Delete defined in the policy.
Retention Policy Type

The type of retention policy. Select from:

  • All (default) - To include files affected by all types of retention policy in the report
  • Non-modifiable - To include only files affected by non-modifiable retention policies in the report
  • Modifiable - To include only files affected by modifiable retention policies in the report
Retention Policy (Winning Policy)

The winning retention policy in cases where more than one retention policy applies to a file. Select from:

  • All Retention Policies (default) - To include files affected by all retention policies in the report.
  • Selected Policies - To include only files where the entered retention policies "win," that is the one(s) with the latest disposition date. Start typing characters and all matching retention policies will be displayed that you can choose from.
 Folders or Files
 The folders and files included in the report. The default is all files that will be disposed of. Click Select Folder (button_select_folder_reports.png) to select one or more files or folders to limit the report to only the files or the files within the folders you select.

 

 

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