Records retention policy automation

We cover retention as an important topic in our regular webinars on document and records management. REGISTER YOUR INTEREST

 

Reduce complexity: Document Logistix makes records retention simple to take the headache and uncertainty out of admin and compliance. Electronic document management (EDM) means retention criteria are assigned dynamically when documents are loaded; the appropriate retention of documents and automated destruction is managed automatically in the background. No need to label storage cabinets or worry about remembering when a document's time is up.

Automatically Delete Documents after Retention Period

Retention policies are created to hold settings that determine how an organisation’s retention strategy is implemented on documents. A ‘purge’ period can be specified in a policy to stipulate at what time a document is deleted from the system (purged). This feature automatically deletes documents that have been assigned a Retention Policy according to the purge period defined in the policy.

Retention Period Start Date Based on Document Creation Date

This feature signifies that the start of a purge or archive period defined in a Retention Policy will be dependent on the date on which a document is created (as shown in the system field ‘Date Created’). For Moderate and Complex licenses, the start date can be determined by index conditions.

Retention Policy Defined by Drawer

Definition by Drawer means that you can link Retention Policies that you have defined and assigned to individual drawers. One policy can be selected for each drawer. New documents in the drawer can have the settings defined in the associated policy applied and documents that already exist in the drawer can also have the policy retrospectively assigned to them. A policy can also be applied to more than one drawer.

Retention Policy Defined by Folder

Definition by Folder means that you can apply a Retention Policy that you have defined to an individual top-level folder. The policy can be applied to all documents and sub-folders within the selected folder. A policy can also be applied to more than one folder.

Export Document File and Metadata when Document Purged

When documents are purged by retention settings, this feature enables the documents and associated index information (in XML files) to be exported to a selected location.

Retention Period Start Date Set by Workflow Update

This option enables a user to specify that the start date for a Retention archive or purge period is set by an update to a Workflow Step.

Retention Policy Set by Workflow Update

This enables a user to specify that a Retention Policy is applied to a document when a Workflow Step is run for that document.

Retention Policy Defined by Document Type

A Retention Policy can be associated with a particular Document Type. New documents of that type will automatically be assigned the settings defined in the associated Retention Policy. The policy settings can also be applied to existing documents of that type. A policy can also be applied to more than one document type.

Retention Policy Defined by Index Condition

This feature enables a user to specify that a Retention Policy can be applied to a document, or changed to a different policy, when a condition defined for the policy is met by the document, for example, index fields matching user-defined values.

Retention Period Start Date Based on Index Condition

This option enables a user to specify that the start date for a Retention archive or purge period is set by the date a condition is met by a document, such as an index field for the document being equal to a specific value.

Archive Documents to a Different File Store after Archive Period

This option enables document files to be physically moved to a new file location when the archive period has elapsed, which could be removable media.

Convert File Format when Purged Document is Exported

This license feature enables the format of documents to be changed to a multipage TIF image or PDF/A document when they are exported after being purged by your retention settings. A PDF/A document is a Portable Document Format file optimised for archiving.

Purge Approval for Document Deletions

This feature enables an Approval Process to be set up for a document deletion (purge). An Approval List is created to specify who approves the document purge.

Minimum, Maximum Archive/Purge Dates

This feature enables an administrator to specify the earliest and latest dates to which an archive or purge date can be changed by a user with the required permissions. The time period set is calculated from the start date for a document (which can be the document creation date, the time when a condition is met or when the Retention Start Date is set by a Workflow Step).

Shorten/Extend Archive/Purge Dates

This means that a user with the correct permissions can perform a document deletion or archive ahead of the purge/archive date set by an associated Retention Policy and can choose to postpone the deletion or archive by changing the purge/archive date for the document.

Maximum Number of Retention Policies that can be Defined

This signifies the maximum number of Retention Policies that can be defined for each license level.

Contact Document Logistix to learn how simple it is to tailor an automated records retention process to suit your company's needs.