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RecordsFlow

Create document retention policies

The creation and execution of a GoFileRoom document policy spans at minimum two days. Day 1 to identify the documents affected by the new policy, and day 2 when the policy is executed and processed. The identification of documents as well as the execution of the policy are performed overnight.
  • Documents covered by a Keep policy are not purged, even if they are part of a purge policy.
  • Documents covered by multiple conflicting purge policies (for example, delete if older than 3 years and delete if older than 7 years) will use the policy for the longer period (7 years in the previous example).
  • There are no special considerations for archived documents or document IDs that have a status of Indexed, Barcoded, or Scanned. These kinds of archived documents will be permanently deleted if associated with a purge policy.
Follow these steps to create a document retention policy.
  1. Select Administration and then Manage RecordsFlow.
  2. Select the Policy Management tab.
  3. In the Drawer field, select a drawer to apply the policy to.
  4. In the Policy Type field, choose from the available options.
  5. Enter a name in the Policy Name field (for example, "Purge after 7 years").
  6. Configure the policy rules by selecting the index criteria in the right pane of the Policy Management tab.
  7. Select Save.
  8. Two or more Administrators/Records Managers must be selected for approval of the policy.
  9. Wait for the approvers to authorize the pending policy.
  10. Approvers would be receiving an email notification to approve the pending policy.
  11. Approvers can see the pending policy in
    Pending Policy for Approvals
     dropdown, select the
    Drawer
    ,
    Policy Type
    , then select the
    Approve
     button.
  12. The newly created policy would be available in
    Select Policy
     dropdown for all the records managers.
  13. Wait for overnight processing to identify documents affected by the new policy. When completed, the Policy Preview will be available in
    Preview/Execute
     tab with the pending documents count with an Approve status as
    N/A
     for Keep policy.

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