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18.2. Update Review Guidelines

IRCH provides program and data updates for the Retention Manager™ (Retman) program as part of your update/support subscription.

The following occurs during installation of a Retention Manager 4 update:

Please note that installed updates do not add, remove or alter any of the following. 

Updates do not modify or change the custom research you have added to the legal research database.

Please note:  The user citation copy supersedes the original citation. The user copy will always be displayed and remains untouched by updates.  The original citation may be updated but will not appear on update or system reports. 

Each update installer includes an installation code for the program and legal research updates.  If you subscribe to the international module or insurance template, be sure to obtain the update installation code for the relevant research module or template from IRCH Technical Support.

There are instructions to back up your program and data before installing the updates to your Retman program installation.  After an update installation, the Profile should automatically regenerate the next time Retention Manager is opened.  If this does not occur, manually regenerate your Profile by opening Profile, right-click and select Regenerate Legal Research.

Review the following results after a Retman Update:

Occasionally a new or changed law requires:

    1. further investigation to determine if it does relate to your organization,
    2. if it should be reassigned to a more appropriate legal group,
    3. if your organization chooses to use it,
      1. change your legal requirement
      2. or to ignore it after a risk management review and decision.

The tasks for an update review are:

  1. The primary task is to identify any new/changed laws with legal requirements longer than the assigned legal requirement period for each legal group
  2. It may be necessary to select new subjects and link them to your existing legal groups,
  3. It may be necessary to create a new legal group to accommodate a regulation indexed to a new subject.

To do this review, perform these tasks:

  1. Review updated research indexed with industry/subject combinations already selected and assigned to legal groups.  You may choose one or both of the following tasks for this review. 
    1. Run the Legal Group Index with Legal Research Update report to see if any new or modified laws will require a change in the selected legal requirement/consideration in the assigned legal group(s).  This task allows more flexibility than task A2 below to apply judgment to what changes are warranted for your organization. 

      Look for new legal requirements that are longer than what was selected as the legal requirement for each legal group in the report. 

      When you change your selected legal requirement for a legal group based on a new/changed law, this may change the legal group’s “Total” legal requirement.  If your “Total” legal group’s requirement changes, you need to review all retention rules assigned to that legal group to see if the retention rule requirement changes. 

      You may want to read the text of a law to see if any changes are required:  change legal group’s selected legal requirement, deselect the subject, reassign the subject to a different legal group, or another action. 

      You may choose not to change your selected legal requirement. For example, when your selected legal requirement is 6 years and a new regulation’s retention period is ACT+1, you may decide you don’t want to use ACT in your selected legal requirement. 

      Occasionally it is appropriate to pull out a new regulation to a new legal group to accommodate the longer retention requirement for that specific subject.
    2. Open Legal Group Index, right-click and select Check Legal Requirements Periods for an automated process that identifies new legal requirements longer than your selected legal group’s legal requirement.  You may choose to change your selected legal requirement for a legal group in this mode.

  2. Review Profile’s remaining subjects for new or changed subjects (red font) for new or changed research indexing 
    Review available industries and subjects in the Profile to see if any new subjects need to be selected. 
    1. Open Profile and click on each selected industry on the right side of the screen, one at a time. 
    2. The selected industry and its unselected, remaining subjects in the Profile display on the left side of the screen. 
    3. Review the new subject titles to determine relevance for inclusion into the existing profile.

      For additional review, if needed, highlight the new subject, right click, and select View Legal Research to view the text of the law(s) assigned to each new subject.
    4. If you determine the related research is relevant, move the highlighted subject from available to the selected subjects on the right side of the Profile window by using the arrow at the top of the window.  Then assign the new industry/subject combinations to an existing legal group or create a new legal group when appropriate and necessary.  Close Profile and select the Save Changes and Regenerate Profile option.

      If you made changes in Profile, repeat task A1 and A2 above to see if any newly selected laws have requirements longer than the assigned legal requirement in each legal group.

Normally, you will not need to change legal consideration periods because legal considerations are legal strategies and are not based on specific laws.  An exception may be if a new legal consideration of “MAINT” appears in a legal group, in case you might consider a legal consideration of 3 years based on the Three-Year Presumption (opens in new window).

Legal Research Index – Update report 
This report displays the new/changed laws and regulations sorted by jurisdiction.  The report displays assigned legal group code(s) for citations with industry/subject combinations you already have selected and assigned to legal groups in your Profile. 

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