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What is Event-Based Retention?

Owned by
Inese Auzina
Last updated: Nov 27, 2023
2 min read

Date

Change

 

Date

Change

 

Nov 2023

Initial Version

 

Overview

Event-Based Retention (EBR) allows you to create a set of rules based on system events. These rules determine how long specific documents must be retained before they can be digitally shredded.

Without Event-Based Retention

  • Indefinite Retention required

  • Not possible to purge or remove documents

With Event-Based Retention

  • Indefinite Retention by choice

  • Customizable Event-Based Retention

  • Batch Document Shredding

Note: Enabling the Event-Based Retention feature requires a Professional Services engagement project.

After enabling Event-Based Retention, all document records will use a default retention of Keep 90 Days + Until Custom EBR Configured, which means they will be retained until the system is fully configured and the Docupace team approves the new retention rules.

EBR Domains

This feature adds the following domains to your site:

  • Retention Events (269)

  • Retention Rules (260)

  • Applied Retention Rules Log (279)

  • Applied Retention Rules (261)

  • Shredding Batches (262)

  • Batch Job Log (263)

  • Retention Matrix (264)

  • Document Shredding (676)

  • Document Shredding Error Types (677)

  • Shredding Batch Status (674)

  • Retention Meta Info (287)

Note: Some of these domains are only accessible to users with Admin access.

Retention Rules and Retention Events

Retention Rules are instructions that tell the Docupace system how long a document must be kept in storage and may not be deleted. Your firm’s Compliance Officer may create new rules, as described in the https://docupace.atlassian.net/wiki/spaces/UG/pages/2196406514 section.

Examples of rules are:

  • Keep documents for 5 years

  • Keep documents for 12 months

  • Keep documents for 30 days

Retention Events are occurrences that trigger these Retention Rules. These events are built-in and can only be configured by Docupace engineers.

Examples of events are:

  • Client Account Closed - currently available to Docupace clients who use Event-Based Retention

  • Advisor Terminated - under development

  • Work Item Completed - under development

  • Custom EBR Configured - this is an event that can only be triggered by Docupace engineers

Before setting up Event-Based Retention, Docupace must work with you and/or your compliance officer to perform a Readiness assessment. This assessment will determine if your site is ready to support these events and identify any additional custom events that you will need. Once Docupace has created the custom events, your admins can apply the events to your retention rules.

 

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