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titleView Changelog

Date

Change

Nov 2023

Initial Version

Retention Rules are instructions that tell the Docupace system how long a document must be kept in storage.

By default, there are only two retention rules in the Retention Rules (260) domain that can be used as examples. All documents have the Keep Until Custom EBR Configured rule enabled. This rule will be turned off when the Readiness assessment determines that your site is fully configured.

Tip

Can I Add Custom Rules? Yes. You can create custom rules by working with Docupace’s technical resources. We strongly recommend that you consult your Compliance Department or officer before creating these rules.

Note

Different types of Documents: If different rules need to be applied to different document types, each rule must be defined and run through the EBR Readiness Check with your Compliance Officer. This allows Docupace to determine if any custom attributes or processes need to be added to your system.

Creating New Retention Rules

Rw ui steps macro
Rw step

Navigate to Retention > Retention Rules (this opens domain 260).

Rw step

The domain 260 shows all currently defined Retention Rules. Click New Retention Rules.

Rw step

Configure the following fields:

Retention Rule field

Description

Duration

How long a document must be retained in storage from the time of the Retention Event. Enter the duration in the format of number and time unit (y - year, m - month, d - day, h - hour, s - second).

Tip

Example: 30d (30 days), 8h (8 hours)

Description

The name of the retention rule that will appear when configuring the rules in the Retention Matrix.

Commit Delay

The number of days the system will delay committing a new document to storage. Essentially This means the documents may be deleted during this time , because they are not in retention yet.

Enter the number of days or enter 0 (zero) to commit to retention immediately.

Retention Event

The event in the system that causes the retention rule to be applied to a document.

Leave this field empty, to create a rule that will apply to documents from the moment of their creation.

Is Locked

If set to No, the system will keep the rule as a draft. This allows the Compliance Officer to change the rules in order to test how they work.

If set to Yes, the system will permanently save the rule. Once a rule is locked it cannot be unlocked. You may only increase the duration of a locked rule, other changes are not allowed.

Warning

IMPORTANT NOTE: Once a locked rule is applied to a document via the Retention Matrix, it cannot be removed.

Note

IMPORTANT NOTE: Any rule that is not locked is not compliant.

Use Case: You may wish to create a rule that is not legally required but is part of an internal company policy. For example, Unindexed Documents must be kept for two months and then they may be shredded. You may keep such a rule in an unlocked status.

Automatically add to Shredding Batch when Rule Expires

If set to Yes, when the rule Duration expires, the system will automatically add documents with this rule to a new shredding batch. Shredding Rules then define when the documents will be deleted.

If set to No, when the rule duration expires, the system will allow deletion of the documents with this rule, but will not do this automatically.

Example: All documents must be kept in storage for 12 months after a Client Account is closed.

Rw step

Click Save to save the rule configuration.

Audience

  • Compliance Teams

  • Admins