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How to Remove a Document from

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a Shredding Batch

If you have added to a batch a document that in fact, should not be shredded, you can correct the situation as follows:

Rw ui steps macro
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Open Retention > Shredding Batches(this .This opens domain 262).

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

approve_batch1.png
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Check that the shredding batch status (1) is one of set to New, In Review, or Error. Hover over the document you need want to remove and click the pencil icon (2) to open Document Details.

Note

Important: Batches with the statuses Approved or Closed cannot be modified. However, you can change batch You can get around this by changing the status from Approved to Error.

remove_from_batch2.png
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Go to the Shredding Batches (1) section, select the check box checkbox (2) next to the batch, click Remove (3), and then click Save and Close (4) in the top menu.

remove_from_batch3.png
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The document is removed from the shredding batchSshredding Batch.

What to Do if a Batch Has Errors

If for technical reasons some documents cannot be deleted, the system will change the batch status to Error. The documents that could be shredded are deleted, as expected, but problematic documents remain in the batch. You must review the batch to check what has prevented the shredding process. Possible reasons for the error:

  • the document was manually added to the batch but is still under retention should be kept according to retention rulesRetention 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 .This opens domain 262).

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

approve_batch1.png
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Scroll down to review the list of documents that were not shredded due to errors and are still in the batch.

review_batch4.png
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Scroll back to the top of the screen and click on the batch name to open the shredding batch details Shredding Batch Details.

approve_batch3.png
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  • If errors were technical, change the status from Error to Approved and click Save and Close. The system will retry try again 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 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 Closed.

Note

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

approve_batch2.png

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Rw ui steps macro
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Go to Retrieve > Client.

retrieve_client_menu.png
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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 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
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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
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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 see a record list of document Document IDs that were shredded in a batch:

Rw ui steps macro
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Go to Retention > Document Shredding. This opens domain 676.

export_ids1.png
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Select the batch description in the Shredding Batch (1) field and click Search (2).

export_ids2.png
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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_ids3.png
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The system will generate a list of all document Document IDs in the batch in XLSX format. You can save the file for future reference.

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