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Rw ui steps macro
Rw step

Open Retention > Shredding Batches(this opens domain 262).

shredding_batches_menu.png
Rw step

To locate the batch, choose Status Error and click Search. Then click to open the problematic batch.

approve_batch1.png
Rw step

Scroll down to review the list of documents that were not shredded due to errors and are still in the batch.

review_batch4.png
Rw step

Scroll back to the top of the screen and click on the the batch name to open the shredding batch details.

approve_batch3.png
Rw step

  • If errors were technical, change the status from Error to Approved and click Save and Close. The system will retry to shred the documents in 24 hours.

  • If documents still cannot be shredded due to technical reasons, change the status from Error to Closed and click Save and Close. The problematic documents will remain unshredded, but the rest of the documents in the batch will be deleted.

  • If some documents should not be shredded yet due to procedural reasons, leave the status as Error.The system will retain the documents until you manually change the batch status to Approved or to Closed.

Note

Important! Once the system shreds the documents, they cannot be recovered.

approve_batch2.png

How to

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Export a List of Documents in a Batch

If you wish to keep a record of document indexing information before they are shredded:

Rw ui steps macro
Rw step

Go to Retrieve > Client.

retrieve_client_menu.pngImage Added
Rw step

Open the Client Documents (1) tab. To locate documents in a specific batch, select the batch description in the Shredding Batch (2) field and click Search (3).

Note: You can only find documents that have not been shredded yet. Items that are in Closed batches have been deleted and cannot be found through this view. Refer to How to Export a List of Shredded Document IDs section of this document.

export_batch1.pngImage Added
Rw step

Click Export and then one of the options:

  • Current Fields to export data only in the visible columns or

  • All Fields to export all available indexing data for the filtered documents.

export_batch2.pngImage Added
Rw step

The system will generate a list of all documents in the batch in XLSX format. You can save the file for future reference.

How to Export a List of Shredded Document IDs

If you wish to keep a record of document IDs that were shredded in a batch:

Retention > Shredding Documents > Batch ID > Export to XLS

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