Navigate to Administration>Retention Retention>Retention Rules (this opens domain 260). Image RemovedImage AddedIf permissions for your data role allow, click New Retention Rule. Image RemovedThe domain 260 shows all currently defined Retention Rules. Click New Retention Rules. Image AddedEnter values in Configure the following fields: The number of days will must be retained in storage from the time of the Retention Event. Enter duration in the format of number and time unit (y - year, m - month, d - day, h - hour, s - second). | Description | The name of the retention rule that will appear when configuring the rules in the |
retention Retention Matrix. | Commit Delay | The number of days the system will delay committing a new document to storage |
when a retention event is triggered. Essentially the documents may be deleted during this time, because they are not in retention yet. Enter the number of days or enter 0 (zero) to commit to retention immediately. | Retention Event | The event in the system that causes the retention rule to be applied to a document. Leave this field empty, to create a rule that will apply to documents from the moment of their creation. | Is Locked |
When ‘NO’ will not commit the rule to WORM storage and will allow the client (or their Compliance Officer) No , the system will keep the rule as a draft. This allows the Compliance Officer to change the rules in order to test how they work. |
Note | IMPORTANT NOTE: If set to Yes , the system will permanently save the rule. Once a rule is locked it cannot be unlocked. You may only increase the duration of a locked rule, other changes are not allowed. Warning |
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IMPORTANT NOTE: Once a locked rule is applied to a document via Retention Matrix it cannot be removed. |
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warningClient may wish to create a rule that isn’t a result of a law and wishes to implement it Note |
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IMPORTANT NOTE: Any rule that is not locked is not compliant. |
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The ability to keep a rule unlocked indefinitely or initially is two-fold: Compliance Officer or Docupace PS creating rules and testing to make sure they work as expected. Use Case: You may wish to create a rule that is not legally required but is part of an internal company policy. For example, Unindexed Documents must be kept for two months and then they may be shredded. You may keep such a rule in an unlocked status. | Automatically add to Shredding Batch when Rule Expires |
When set TRUEIf set to Yes , when the rule Duration expires, the system will automatically add documents with this rule to a new shredding batch. Shredding Rules then define when the documents will be deleted. If set to No , when the rule |
Duration expires.Image Removedduration expires, the system will allow deletion of the documents with this rule, but will not do this automatically. |
Image AddedExample: All documents must be kept in storage for 12 months after a Client Account is closed. Click Save to save the rule configuration. |