How the Retention Matrix Works

After you have created and defined all the required retention events and retention rulesRetention 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.

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A Retention Matrix entry contains the following sections:

Retention Rule

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to documents or other items in a domain.

Creating a New Retention Matrix Entry

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Rw step Navigate to Administration>Retention Retention > Retention Matrix (this opens domain 264). Image RemovedImage Added Rw step If permissions for your data role allow, click The domain 264 shows all currently defined Retention Matrix entries. Click New Retention Matrix. Image RemovedImage Added Rw step In Configure the Retention Rule section, click Add. Note: This is where you add the rule you would like to define how the system should apply. Image Removed Rw step Optional: Explain why you created the rule in the Description field. Rw step 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. Rw step 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. Rw step 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. Client Document Type Folder Type Subfolder Type Document Type Note: If all four of these fields are left blank following sections: Retention Matrix field/section Description Details A descriptive name for the matrix entry. Retention Rule The list of retention rules that will be applied to a document. If there is more than one rule, the rule with the duration date most in the future will determine when the system brings the document out of retention. Excluded Retention Rule The list of retention rules that will be ignored if the rules listed in the Retention Rule section apply. Image Holder Domains The list of domains that hold records that must be kept in storage for the duration of the specified retention rules. Client Document Type The list of document types for documents that must be kept in storage for the duration of the specified retention rules. Note: If no image holder domains or client document types are specified, then the rule defined in the matrix will apply to ALL documents and all other records in the Docupace system.

Image Added Rw step Click Save to save the matrix configuration.

Applying Rules to an Image Holder Domain

Docupace stores images and PDF files of Client Documents in domain 111. Your company may wish to apply safe storage policies to records other than Client Documents.

As part of your Event-Based Retention policy, you may also wish to prevent deletion of Client Folders (domain 110), Advisor Notes History (domain 191), Ad Review Documents (domain 460), etc.

In these cases create a new Retention Matrix and specify the domain in the Image Holder

Domain section

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Select one or more Image Holder Domains.

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How to Apply a Rule to a Specific Document

of the matrix entry.

Applying Rule to Specific Document Groups

You may apply retention rules to a specific subset of Client Documents.

In these cases create a new Retention Matrix and specify the type in the Client Document Type section

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Select one or more document types.

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of the matrix entry.