Configuring Retention Types for a Document Type or Document Type Group - Document Retention - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Premier - Essential

Document Retention

Platform
OnBase
Product
Document Retention
Release
Foundation 23.1
License
Standard
Premier
Essential

When configuring retention types, consider the following:

  • Before you can assign retention options to a Document Type Group, you must first have the Document Types you want to be assigned to the Document Type Group selected for that Document Type Group. If you create a new Document Type Group and assign retention options before assigning the Document Types to this group, the retention options will not save.

  • Any changes to the Document Retention settings at the Document Type level will become current for that Document Type, regardless of the Document Type Group retention setting. The Document Retention settings entered at the Document Type Group level allow for global updates of all Document Types within the group. Any changes made at the Document Type Group level will be reflected in all Document Types within the group.

  • The Document Retention settings entered at the Document Type Group level allow for global updates of all Document Types within the group. Any changes made at the Document Type Group level will be reflected in all Document Types within the group. Any changes to the Document Retention settings at the Document Type level will become current for that Document Type, regardless of the Document Type Group retention setting. If the retention settings differ for the Document Types within a Document Type Group, the settings for the first Document Type in the group are displayed when viewing the Document Type Group retention settings and the retention period values are displayed in red.

  • If your system is using Retention Connector to manage Document Retention settings, configuration at the Document Type level using the Configuration module is limited. When retention settings configured in Retention Connector are first propagated to OnBase, the retention type for the Document Type is set to Static by default. In the Configuration module, you can select Dynamic as the retention type for the Document Type, but the Date Options and Retention Period settings are unavailable. For more information on Retention Connector, see the Governance Rules as a Service module reference guide.

To configure retention types:

  1. In the Configuration module, select Document | Document Type or Document Type Group to access the Document Types dialog box.
  2. Highlight the Document Type or Document Type Group to be configured and select Retention to display the Document Retention dialog box.
  3. Specify the Retention Type, Retention Period and Date Option that will be used to qualify the documents. 999 is the maximum amount of days that can be entered. 255 is the maximum amount of months and years that can be entered.
  4. Select Save & Close when the retention configuration is satisfactory.

    Item

    Description

    Retention Type

    None

    Document Retention is not enabled for the Document Type. The Document Type cannot be selected for use with a Document Retention Processor.

    Static

    A retention type that bases document removal on the creation date of a document.

    Dynamic

    A retention type that provides for customized processing of documents prior to their removal.

    Permanent

    A retention type that permanently retains documents. The Document Type cannot be selected for use with a Document Retention Processor.

    Note:

    Users with the Document Retention Manager product right can delete documents configured for permanent retention.

    Retention Period

    Days/Months/Years

    The cumulative values for Days, Months, and Years define the interval of time that must pass from either the Document Date or the Date Stored before the document is eligible for destruction.

    Date Options

    Document Date

    The retention period is based on the document date. The document date is assigned to a document during import. This date is used in document searches that are limited by date.

    Note:

    When a user changes the Document Date on a document belonging to a Document Type set up for retention, the retention of the document is updated accordingly, as long as the retention period has not expired. Once the retention period has expired on a document set up for dynamic retention and the document is evaluated, changing the Document Date has no effect on the retention period.

    Date Stored

    The retention period is based on the date stored. The date stored is the date the document was imported into the OnBase. This date is used for internal tracking. You cannot search for documents based on the date stored.

     

    Keyword

    The retention period is based on the Keyword Value of the selected date Keyword Type.

    For Document Type retention, this option is only available when a date Keyword Type is assigned to the Document Type.

    For Document Type Group retention, this option is only available when at least one common date Keyword Type is assigned to every Document Type in the Document Type Group. Only date Keyword Types assigned to all the Document Types in the Document Type Group are available for selection.

    Note:

    Documents without a value for the retention Keyword Type are not considered for retention, and are not processed by a Purging Process or Evaluation Process. Users without the Document Retention Manager product right can delete these documents, as long as they have standard delete privileges.

    Note:

    When a user changes the value for the selected Keyword Type on a document belonging to a Document Type set up for retention, the retention of the document is updated accordingly, as long as the retention period has not expired. Once the retention period has expired on a document set up for dynamic retention and the document is evaluated, changing the Keyword Type value has no effect on the retention period.