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Can I Add Custom Rules? Yes. You can create custom rules by working with Docupace’s technical resources. We strongly recommend that you consult your Compliance Department or officer before creating these rules.

Different types of Documents: If different rules need to be applied to different document types, each rule must be defined and run through the EBR Readiness Check with your Compliance Officer. This allows Docupace to determine if any custom attributes or processes need to be added to your system.

Navigate to Administration>Retention Rules (domain 260).

If permissions for your data role allow, click New Retention Rule.

Enter values in the following fields:

Duration

The number of days a document will be retained from the time of the Retention Event.

Description

The name of the retention rule that will appear when configuring the rules in the retention Matrix.

Commit Delay

The number of days the system will delay committing a document to storage when a retention event is triggered.

Retention Event

The event in the system that causes the retention rule to be applied to a document.

Is Locked

When set to ‘NO’ will not commit the rule to WORM storage and will allow the client (or their Compliance Officer) to change the rules to test how they work. 

The ability to keep a rule unlocked indefinitely or initially is two-fold:

1. Compliance Officer or Docupace PS creating rules and testing to make sure they work as expected.

2. Client may wish to create a rule that isn’t a result of a law and wishes to implement it.

Automatically add to shredding Shredding Batch when Rule Expires

When set TRUE, the system will automatically add documents with this rule applied to a new batch, when the rule Duration expires.

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