To remove documents that are associated with a dynamic retention type, an evaluation type Document Retention Processor must be run to process the documents, followed by a purging type Document Retention Processor that actually destroys the documents.
Dynamic retention allows the date of deletion to be determined based on a custom OnBase Workflow, VB script, or external action made in a line of business application. OnBase Workflow can be configured to facilitate setting retention dates. A DLL (dynamic link library) file or Visual Basic script can be created to allow interaction with another application. Based on the review of data within that application, the Document Retention Processor could activate or place a group of documents in the deletion queue.
For example, an employee is released from a company. By law, the company is required to maintain the employee's file for a period of three years before removing the employee's records from OnBase. The company can trigger the retention period of the employee's documents when they log the employee's release date in their payroll system. If the employee ever returns, the company could reactivate the payroll account. This would suspend the previously imposed retention period and reactivate the documents provided that the retention period has not already passed.
The Document Retention module does not have the ability to perform content-based removals, unless used in conjunction with custom workflows or VB scripts. The destruction of documents can only be based on Document Type Groups and Document Types.
|
Document Retention Type |
Processing Required |
Removal Types Supported |
|---|---|---|
|
Static |
Purging Processor |
Scrub File Area Retain Keywords |
|
Dynamic |
Evaluation Processor, followed by Purging Processor |
Scrub File Area Retain Keywords |