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 Retention Rules and the Retention Matrix determine how long this document must be kept in storage. Once the item comes out of retention, it becomes eligible to be shredded. The system automatically places the document in a batch to be shredded if the Automatically add to Shredding Batch when the Rule Expires option is set to Yes in the Retention Rule. A Compliance Officer may also move additional items into Shredding Batches manually.

Shredding Process

The overall process to shred any Client Documents or other items within Docupace is as follows:

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.