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How the Retention Matrix Works
After you have created all the required retention events and retention rules, configure the Retention Matrix (264) domain. A Retention Matrix entry tells the system how to appropriately apply each rule to different domains or to specific documents.
A Retention Matrix entry contains the following sections:
Details - a descriptive name for the matrix entry
Retention Rule - a list of rules that have been applied to a document. If there is more than one rule applied, the rule with the shred date most in the future will be the rule that is used by the system.
Excluded Retention Rule
Image Holder Domains
Client Document Type
Multiple Rules: If multiple rules would apply to the same document, then the rules would be kept for the combined time period.
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Example: A document has two rules.
If the client account is closed, but the rep is still part of the firm after 6 years, then the first rule will expire, and the document will continue to be maintained. If 10 years pass after account closure, and the rep is terminated, the documents will be retained for another 7 years. |
How to Create a New Retention Matrix Entry
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Navigate to Administration>Retention Matrix (domain 264).  
If permissions for your data role allow, click New Retention Matrix. 
In the Retention Rule section, click Add. Note: This is where you add the rule you would like to define how the system should apply. 
Optional: Explain why you created the rule in the Description field.
Optional: Apply the rule to a specific Image Holder Domain. (See the Applying to an Image Holder Domain section.) Note: The Image Holder Domain acts as the cabinet. Any records in the selected “cabinet(s)” will be affected by the retention rule.
Optional: Apply the rule to one or more document types. Note: If there is anything in the Image Holder Domains section, the system will only apply the rule to matching documents in the specified cabinets.Otherwise, the rule will apply to matching documents in ALL cabinets.
Each matrix record will most likely only utilize one of the following fields. Here is where you define which Folder/Subfolder/Document Types the system should apply the Retention Rule to.
Note: If all four of these fields are left blank, then the rule defined in the matrix will apply to ALL records. |
How to Apply a Rule to an Image Holder Domain
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Click Add in the Image Holder Domains section. 
Select one or more Image Holder Domains.  |
How to Apply a Rule to a Specific Document
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Click Add in the Client Document Type section to associate a specific document type with the Retention Matrix. |
Select one or more document types. |
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Audience:
Compliance Teams
Admins