Retention Management

The Retention section allows administrators to define how long documents should be preserved and what actions to take after the retention period ends. It covers policy creation, application, extensions, legal holds, and automated disposition workflows.

Create Retention Policies and Rules

Retention policies define how long documents are stored based on type, usage, or legal requirements. For example, financial documents may be retained for seven years, while HR files might be kept for five.

To create a new retention rule:

1. In the left sidebar, go to Retention > Retention Rules

2. Click the plus icon at the bottom right, then select Create

3. Choose Retention Rule to open the configuration form

4. Enter a name and description

5. Define the trigger condition (e.g., creation date, last accessed date)

6. Set the retention period (e.g., 7 years)

7. Choose a post-retention action (e.g., delete, move to trash, or flag for deletion)

A demo is available below showing the full setup process.

Applying Retention Rules to Packages

To apply a retention rule to a document or package:

1. Open the package

2. In the top right menu bar, select Retention Rule

3. Choose the desired policy from the dialog that appears

4. Click Apply

A demo is available below with the complete steps.

Extend Retention Period

If you need to prolong a package’s retention duration:

1. Open the package

2. From the top right menu, choose Extend Retention

3. Select a new expiry date in the dialog box

4. Click Extend Retention

This will override the original policy duration for that specific package.

A demo is available below with the complete steps.

Legal Holds

In cases of litigation or audits, administrators can apply a legal hold to suspend retention rules. This action prevents records from being disposed of until the hold is lifted.

To apply a legal hold:

1. Select the document

2. Click Legal Hold from the top navigation bar.

Each legal hold action is recorded in the audit log so that administrators can track who applied or lifted a hold and when it occurred.

A demo is available below with the complete steps.

Deletion Lists and Disposition

Once a document’s retention period ends, the system can begin a disposition workflow. Based on the rule configuration:

• The document may be deleted automatically

• Or added to a Deletion List pending manual approval

Administrators are notified when documents are moved to the deletion list. They can then review, approve, or reject the proposed deletions. A full report of items scheduled for disposition is also available.