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:
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In OnBase Configuration, select .
The Document Retention dialog box is displayed.
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Click Settings.
The Document Retention Settings type dialog box is displayed.
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).
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.