Configuring a Retention Processor - 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

Document Retention Processors define how documents are removed or prepared for removal from OnBase. Processors are configured in the Configuration module.

To configure a retention processor:

  1. In OnBase Configuration, select Import > Document Retention Process.
    The Document Retention dialog box is displayed.
    Document Retention dialog box displaying the process list.
  2. Perform one of the following actions:
    • To configure a new processing format, enter the name of the new format in the text field under the process list and click Create.
    • To configure an existing processing format, select the format in the process list and skip to step 6.
    • To delete an existing processing format, select the format in the process list and click Delete.
    If configuring a new processing format, another Document Retention dialog box is displayed.
  3. Select a processor type.
    Processor Type Description
    Evaluation Processors with the Evaluation type can only be used to process Document Types that have been defined as a Dynamic retention type. This type of processor applies specific user-defined actions to the documents before they are ready for removal.
    Purging Processors with the Purging Static retention type documents that meet the time-based criteria defined at the Document Type or Document Type Group level or any Dynamic retention type documents that have been evaluated and meet the time-based criteria defined at the Document Type or Document Type Group level
  4. Click Save & Close.
    The second Document Retention dialog box is closed. type deletes any
  5. Select the newly created processing format from the process list.
  6. Click Documents.
    The available Document Type Groups and Document Types are displayed.
    Note:

    Only Document Types and Document Type Groups that were configured for static retention or dynamic retention are available for selection. Specifically, a Purging Process will be able to assign document types that are configured as either static retention types or dynamic retention types. An Evaluation Process will only be able to assign document types that are configured as dynamic retention types.

  7. Highlight the Document Types and Document Type Groups in the Available for Selection side of the window and click Add>> to select. The selection(s) appear in the Selected for Group list. <<Remove can be used to deselect any Document Type or Document Type Group in the Selected for Group list.
    If a Document Type Group is selected, all of its associated Document Types with valid retention types are also selected and added or removed together. Individual Document Types within a selected Document Type Group can then be deselected.
  8. Click Close.
    The Document Retention dialog box is displayed.
  9. Select the processing format being configured from the process list.
  10. Click Settings.

    The Document Retention Settings type dialog box is displayed.

    Document Retention Settings dialog box.

    The parameters available at this dialog box are used to define the level of purging (Deletion Options), type of evaluation performed (Processing Options), and what type of information will be included in the Verification Report (Report Details).

    Note:

    If the processor was created as an evaluation type, the Deletion Options section will not be active. Likewise, if the processor was created as a purging type, the Processing Options section will not be active.

    Note:

    In addition to the options selected from the Report Details section, the SYS Document Retention Report includes preparation time, time spent purging document files, time spent purging database records, and total processing time.

    Item

    Description

    Report Detail

    Excluded Documents

    In an evaluation process, enabling this check box ensures that all documents that have been excluded from the process are listed in the SYS Document Retention Report (using the Exclude from Document Retention document function or the Exclude from Document Retention Workflow action).

    In a purge process, enabling this check box ensures that all documents that have both surpassed their expiration dates and have been excluded from the process are listed in the SYS Document Retention Report (using the Exclude from Document Retention document function or the Exclude from Document Retention Workflow action).

    See Excluding Documents from Retention Processor.

    Include Exclusion Reason

    If this option is selected, the reason for exclusion is included on the SYS Document Retention Report. This option is only enabled when the Excluded Documents option is selected.

    Purged Documents

    Enabling this check box ensures that all documents that have been removed by the purging processor are listed in the SYS Document Retention Report.

    Note:

    If a document cannot be purged, the inability to purge will be logged with the location of the file.

    Note:

    When running the SYS Document Retention Report manually, the timing of when Document Metadata was purged is included in the report. This information is not included when the report is run as a scheduled process.

    Summary Information

    Enabling this check box summarizes purged documents by document type to appear on the report.

    Deletion Options

    Scrub File Area

    In addition to removing files from their physical storage in the Disk Group, as well as their pointers in the database, this option makes files no longer feasibly recoverable.

    CAUTION:

    While scrubbing the file area makes it significantly more difficult for an attacker to forensically recover files, it does not make it impossible. It is considered a security best practice to use Scrub File Area when erasing files containing sensitive information, however, making a file completely irrecoverable requires the secure wiping of the entire disk or physical destruction of the disk.

    Retain Keywords

    When files are removed from their physical storage in the Disk Group, as well as all database references, the documents' associated Keyword Types and values are retained. This method of destruction allows for tracking of a document's existence in OnBase by way of its stored keyword information, in lieu of the actual document. The document will still appear in Document Results lists upon retrieval even though its contents are no longer stored in OnBase.

    CAUTION:

    If this option is selected, a purged document's associations with Keyword Types and Keyword Values, as well as any related Certificates of Destruction, cannot be deleted from OnBase without assistance from Hyland Support. Do not select this option if the documents to be purged contain sensitive information in their related keywords.

    CAUTION:

    When using Virtual E-Forms, using the Retain Keywords option makes it possible for Virtual E-Form documents to be viewed after deletion. This occurs because Virtual E-Form documents store keyword and system values in the database and do not have a physical file that contains the data. See the E-Forms documentation for more information on Virtual E-Forms.

    Keep History Log

    This option is selected by default when creating a Purging Process.

    When selected, the system retains document history actions for purged documents. When running a Document History transaction log report, data for purged documents is included.

    When deselected, the system purges document history actions for purged documents.

    Note:

    This option is automatically selected when the Retain Keywords option is selected.

    Add Purge Message to Transaction Log

    When Keep History Log is selected, this option is enabled. When the Add Purge Message to Transaction Log option is selected, an entry is added to the document history of the purged document indicating that it was deleted by a Document Retention Purge process.

    CAUTION:

    Selecting this option will add an entry to the transaction log for each document purged and this will significantly slow the process.

    Processing Options

    Life Cycle

    Sends the qualified documents to the initial queue of the Workflow life cycle assigned to the Document Retention process.

    Perform System Work

    When checked, executes the configured system work for a Workflow life cycle as soon as the documents are added to it. Also makes it so that a connection to the Application Server is required to run the selected process.

    Note:

    This option is automatically checked for processes carried over from version EP4 or earlier for backward compatibility.

    VB Script

    Executes the VB script assigned to the Document Retention process for all qualified documents.

    Note:

    For more information on configuring VB Scripts with Document Retention, see The UpdateProcessWithTime Function.

    External Processor

    Sends all qualified documents to the processor DLL indicated in the External Processor text field.

    Note:

    For more information on configuring external processors with Document Retention, see The UpdateProcessWithTime Function.

  11. When all configuration parameters have been defined, click Save & Close.