How the Retention Matrix Works

After you have created and defined all the required Retention Rules, configure the Retention Matrix. A Retention Matrix entry tells the system how to appropriately apply each Retention Rule to documents or other items in a domain.

Creating a New Retention Matrix Entry

Rw ui steps macro

Rw step Navigate to Retention > Retention Matrix (this opens domain 264). Rw step The domain Domain 264 shows all currently defined Retention Matrix entries. Click New Retention Matrix. Rw step Configure the following sections: Retention Matrix field/section Description Details A descriptive name for the matrix entry. Retention Rule The list of retention rules that will be applied to a document. If there is more than one rule, the rule with the duration date most in the future will determine when the system brings the document out of retention. Excluded Retention Rule The list of retention rules that will be ignored if the rules listed in the Retention Rule section apply. Image Holder Domains The list of domains that hold records that must be kept in storage for the duration of the specified retention rules. Client Document Type The list of document types for documents that must be kept in storage for the duration of the specified retention rules. 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. Rw step Click Save to save the matrix configuration.

Applying Rules to an Image Holder Domain

Docupace stores images and PDF files of Client Documents in domain 111. Your company may wish to apply safe storage policies to records other than Client Documents.

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 Domain section of the matrix entry.

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 of the matrix entry.