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Document Retention

Document Retention
Foundation 23.1

Several deletion options are available within the Purging process and can be configured to run manually or via a scheduler. Removing the files purges the documents and database pointer to those documents, but still enables recovery software to obtain those documents when necessary. This is the default method of deletion.

Scrub File Area purges and totally eliminates the documents and database pointers to those documents, without any method to recover them later.

Retain Keywords maintains the keywords for the purged documents for references to correlating documents.

The Evaluation Process, designed for Dynamic Retention types, is configured to review and evaluate documents and specify whether they should be “marked” for purging when the Purging Process parses the documents. This processor reviews an internal or external source to determine whether the documents placed in the particular process should be “marked” for purging or left alone. After this process has been run, the Purging Process is then initiated to remove the documents from OnBase that have been “marked.” As with the Purging Process, this process can be run manually or scheduled.

At times, documents can become exceptions to the retention rules to which they have been previously associated. This may occur due to regulatory reasons, additional research or requirements for a longer “shelf-life.” Users with proper privileges can have access to the Document Retention Exclusion or Remove Exclusion from Document Retention features. This manual override feature allows the user the ability to exclude the retention period for particular documents and provide comments as to why the document should be excluded. The user also has the ability to remove the exclusion when required. Detailed verification reporting is also made available to summarize the status of every retention process. These reports produce results concerning the completion of purging and evaluation processes, as well as provide information about document exclusion.