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, theRetention 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. You can configure the Retention Rules so that the system automatically places the document in a batch to be shredded when a Retention Rule expires. A Compliance Officer may also move additional items into Shredding Batches manually.
Warning: The system will only shred a batch after a Compliance user has approved it. You must approve all batches manually, and only then will the system shred the documents.
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.
Audience:
Compliance Teams
Back Office Users
Admin Users
Functionality: Shredding deletes old documents that are past their retention dates from the Docupace servers.
