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Old Version 6

changes.mady.by.user Inese Auzina

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New Version 7

changes.mady.by.user Mercedes Rothwell

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Rw ui steps macro
Rw step

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

shredding_batches_menu.png
Rw step

Locate the batch you need to remove documents from and click to open it.

approve_batch1.png
Rw step

Check that the shredding batch status (1) is one of New, In Review, or Error. Hover over the document you need to remove and click the pencil icon (2) to open Document Details.

Note

Important: Batches with statuses Approved or Closed cannot be modified. However, you can change batch status from Approved to Error.

remove_from_batch2.png
Rw step

Go to the Shredding Batches (1) section, select the check box (2) next to the batch, click Remove (3), and then click Save and Close (4) in the top menu.

remove_from_batch3.png
Rw step

The document is removed from the shredding batch.

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  • the document was manually added to the batch , but is still under retention according to retention rules

  • the document must be kept on hold due to ongoing litigation

  • the document could not be deleted due to a technical system error.

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

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Rw ui steps macro
Rw step

Go to Retrieve > Client.

retrieve_client_menu.png
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.png
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.png
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.

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