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What is Document Shredding?
Shredding within Docupace means that Client Documents or other items stored in the system are deleted from file storage. During shredding, the system deletes all images of the selected items (PDFs or image files) from the file storage, all their versions, as well as all links and references to the items from other system records, such as Work Items, Client Subfolders, etc. The only record of the deleted document that remains is its ID in the Document Shredding domain (676).
Once a Client Document is created and stored in the Docupace system, the Yes in the when a Retention Rule expires. A Compliance Officer may also move additional items into Shredding Batches manually.
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Warning: The system will only shred a batch after it has been approved by a Compliance user has approved it. You must approve all batches manually, and only then will the system shred the documents. |
Shredding Process
The overall process to shred any Client Documents or other items within Docupace is as follows:
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Creating a Shredding Batch and adding documents to it (automatically or manually).
Reviewing the list of Shredding Batches and spot-checking documents within.
Approving batches for shredding.
Shredding the documents 24 hours after the approval (automatically).
Checking that the batches have been shredded without errors.
If necessary, generating a report that includes all the shredded document IDs. |
Troubleshooting
Read the Troubleshooting section of this guide to see how to fix issues with shredding, for example, how to remove documents that should not be shredded.
Audience:
Compliance Teams
Back Office Users
Admin Users
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Functionality: Shredding deletes old documents that are past their retention dates from the Docupace servers. |
In this Guide:
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