How the Retention Matrix Works
After you have created all the retention events and retention rules you need, the retention matrix (264) domain needs to be configured to tell the system how to use each rule and appropriately apply them to the documents. The matrix will allow you to define how a rule applies to different domains. You can see which rules are applied to a document record by clicking Edit.
When you click Edit you will see 3 fields on the indexing screen:
Retention Rule - These are all the rules that have ever 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.
Duration
Commit Date
Event Date/Time
Multiple Rules: If multiple rules would apply to the same document, then the rules would be kept for the combined time period.
Example: A document has two rules.
Keep for 6 years after a client account is closed.
Keep for 7 years after the assigned rep is terminated.
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 years.
How to Create a New Retention Matrix Entry
How to Apply a Rule to an Image Holder Domain
How to Apply a Rule to a Specific Document
Audience:
Compliance Teams
Admins