How the Retention Matrix Works
After you have created all the required retention events and retention rules, configure the Retention Matrix (264) domain. A Retention Matrix entry tells the system how to appropriately apply each rule to different domains or to specific documents.
A Retention Matrix entry contains the following sections:
Details - a descriptive name for the matrix entry
Retention Rule - a list of rules that have 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.
Excluded Retention Rule
Image Holder Domains
Client Document Type
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