Overview

Event-Based Retention (EBR) allows you to create a set of rules based on system events. These rules determine how long specific documents must be retained before they can be digitally shredded.

Without Event-Based Retention

• Indefinite Retention required

• Not possible to purge or remove documents

With Event-Based Retention

• Indefinite Retention by choice

• Customizable Event-based Based Retention

• Batch Document Shredding

EBR Domains

After enabling Event-Based Retention, all document records will use a Default Retention of Keep 90 Days + Undefined Event, meaning indefinite retention until EBR is fully configured. This feature adds the following domains to your site:

• Retention Events (269)

• Retention Rules (260)

• Applied Retention Rules Log (279)

• Applied Retention Rules (261)

• Shredding Batches (262)

• Batch Job Log (Domain 263)

• Retention Matrix (264)

• Document Shredding (676)

• Document Shredding Error Types (677)

• Shredding Batch Status (674)

• Retention Meta Info (287)

Retention Rules and Retention Events

Retention Rules are instructions that tell the Docupace must create a Retention rule before you can apply the rule in the system. Retention Events are part of system how long a document must be kept in storage and may not be deleted. Examples of rules are:

• Keep documents for 5 years

• Keep documents for 12 months

• Keep documents for 30 days

Retention Events are occurrences that trigger these Retention Rules. Examples of events are:

• Advisor Terminated

• Client Account Closed

• Custom EBR Configured

Before setting up Event-Based Retention, Docupace must work with you and/or your compliance officer to perform a Readiness assessment. This assessment will determine if your site is ready to support these events and identify any custom events that you will need. Once Docupace has created the custom events, your admins can apply the events to your retention rules.