How to Apply Retention Rules to Documents
- Inese Auzina
- Mercedes Rothwell
How the Retention Matrix Works
After you have created and defined all the required Retention Rules, configure the Retention Matrix. A Retention Matrix entry tells the system how to appropriately apply each Retention Rule to documents or other items in a domain.
Multiple Rules: If multiple rules apply to the same document, then the document will be retained for the combined period.
Example: A document has two rules.
Keep for 6 years after a client account is closed.
Keep for 2 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 2 years and only then deleted.
Creating a New Retention Matrix Entry
Applying Rules to an Image Holder Domain
Docupace stores images and PDF files of Client Documents in domain 111. Your company may wish to apply safe storage policies to records other than Client Documents.
As part of your Event-Based Retention policy, you may also wish to prevent deletion of Client Folders (domain 110), Advisor Notes History (domain 191), Ad Review Documents (domain 460), etc.
In these cases, create a new Retention Matrix and specify the domain in the Image Holder Domain section of the matrix entry.
Applying Rules to Specific Document Groups
You may apply retention rules to a specific subset of Client Documents.
In these cases, create a new Retention Matrix and specify the type in the Client Document Type section of the matrix entry.
Audience:
Compliance Teams
Admins