Use the Compliance Archive feature in the AODocs Retention Module

The AODocs Retention Module is a feature of the AODocs Document Management Platform, included in the AODocs Application Platform license level. It lets you automate the retention and disposal of the documents stored in your AODocs libraries.

The AODocs Compliance Archive feature included in the AODocs Retention module guarantees regulatory compliance for SEA-regulated organizations. Learn more from the FINRA website: SEA Rule 17a-4 and Related Interpretations.

This article is for users who need to archive documents in compliance with statutory regulations.

Automatically generated table of contents


Retention properties and their values throughout the archive process 

Your document contains the following retention properties:

  • Retention ID: when you trigger the archive process, the property is filled with the name of the policy that will be applied
  • Status of compliance archive: indicates the status of the compliance archive process. It takes the following values:
    • POLICY ASSIGNED - the policy has been assigned by a retention manager and the weekly batch process has run; the archive process hasn't yet been triggered. 
    • ARCHIVE IN PROGRESS - the archive process has been triggered but is not yet complete.
    • ARCHIVED - the archive process is complete and the attachment is properly stored in the destination Google Cloud Storage (GCS) bucket. The retention period has started.
  • Status of compliance archive label: indicates the status of the Google Drive label as the document progresses through the archive process. It takes the following values:
    • ARCHIVE IN PROGRESS - the archive process has been triggered but is not yet complete
    • ARCHIVED - the archive process is complete and the attachment is properly stored in the destination Google Cloud Storage (GCS) bucket. The retention period has started.

Notes:
– The ARCHIVED property lets the Google Takeout service identify attachments that are already archived. It therefore ignores these attachments.
– The ARCHIVE IN PROGRESS property lets the Google Takeout service identify the attachments to be archived.


Trigger the archive process

1. Click the jigsaw puzzle button and select the option to trigger the archive process.

Note: The name of the option depends on how your administrator set up your library. In our example, the option is called "Trigger compliance archiving".

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The value of the property Status of compliance archive changes from POLICY ASSIGNED to ARCHIVE IN PROGRESS

The value of the property Status of compliance archive label (previously empty) takes the value ARCHIVE IN PROGRESS

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A Google Drive label ARCHIVE IN PROGRESS is applied to all the attachments in the document.

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Then, these processes take place in the background:

1. The Takeout Google service runs every 24 hours. It takes all documents with the Google Drive label ARCHIVE IN PROGRESS and puts them in a temporary Google Cloud Storage (GCS) bucket. 

2. The AODocs Retention Module then dispatches all the attachments in the correct destination buckets.

Note: You may have several different policies, for example, with different lengths of time before the document is deleted. Each policy corresponds to a different Google Cloud Storage (GCS) bucket. The technical document corresponding to each AODocs document to archive specifies all the details of the policy, including the Google Cloud Storage (GCS) bucket where the attachments must be stored.

Once the attachments are stored in the destination Google Cloud Storage (GCS) bucket, the property Status of compliance archive label changes from ARCHIVE IN PROGRESS to ARCHIVED. The Google Drive label on the attachment also changes to ARCHIVED. The document is locked. No one can edit the any attachments in the bucket. However, AODocs super administrators have edit access the AODocs document.

Note: This usually happens about 24 hours after triggering the compliance archive.

The attachments remain in the Google Cloud Storage (GCS) bucket until the end of the retention period. The next time the quarterly purge job runs, the attachments are deleted.

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