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How the Retention Matrix Works
After you have created and defined all the required retention events and retention rulesRetention Rules, configure the Retention Matrix (264) domain. A Retention Matrix entry tells the system how to appropriately apply each rule to different domains or to specific documents.
Image RemovedA Retention Matrix entry contains the following sections:
Details - a descriptive name for the matrix entry
Retention Rule
- a list of rules that have been applied to a document. If there is more than one rule applied, the rule with the shred date most in the future will be the rule that is used by the system.Excluded Retention Rule
Image Holder Domains
Client Document Type
to documents or other items in a domain.
Multiple Rules: If multiple rules would apply to the same document, then the rules would document will be kept in retention for the combined time period.
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Example: A document has two rules.
If the client account is closed, but the rep is still part of the firm after 6 years, then the first rule will expire, and the document will continue to be maintained. If 10 years pass after account closure, and the rep is terminated, the documents will be retained for another 7 2 years and only then deleted. |
Creating a New Retention Matrix Entry
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Navigate to Administration>Retention Retention > Retention Matrix (this opens domain 264). Image RemovedImage Added
If permissions for your data role allow, click the Domain 264 shows all currently defined Retention Matrix entries. Click New Retention Matrix button. Image RemovedImage Added
In Configure the Retention Rule section, click Add. Note: This is where you add the rule you would like to define how the system should apply.
Optional: Explain why you created the rule in the Description field.
Optional: Apply the rule to a specific Image Holder Domain. (See the Applying to an Image Holder Domain section.) Note: The Image Holder Domain acts as the cabinet. Any records in the selected “cabinet(s)” will be affected by the retention rule.
Optional: Apply the rule to one or more document types. Note: If there is anything in the Image Holder Domains section, the system will only apply the rule to matching documents in the specified cabinets.Otherwise, the rule will apply to matching documents in ALL cabinets.
Each matrix record will most likely only utilize one of the following fields. Here is where you define which Folder/Subfolder/Document Types the system should apply the Retention Rule to.
following sections:
Note: If no image holder domains or client document types are specified, then the rule defined in the matrix will apply to ALL documents and all other records in the Docupace system. |
Click Save to save the matrix configuration. |
Applying Rules to an Image Holder Domain
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As part of your Event-Based Retention policy, you may also wish to prevent deletion of Client Folders (domain 110), Advisor Notes History (domain 191), Ad Review Documents (domain 460), etc.
In these cases, create a new Retention Matrix and specify the domain in the Image Holder DomainsDomain section .Image Removed
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Select one or more Image Holder Domains.
Image RemovedHow to Apply a Rule to a Specific Document
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Applying Rules to Specific Document Groups
You may apply retention rules to a specific subset of Client Documents.
In these cases, create a new Retention Matrix and specify the type in the Client Document Type section to associate a specific document type with the Retention Matrix.Image Removed
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Select one or more document types.
Image Removedof the matrix entry.Audience:
Compliance Teams
Admins