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.

Important: The only retention properties that you should edit manually are On Hold and Event Date. To change any other properties, edit the retention schedule assigned to the folder.

When one or more retention schedules are assigned to a library, contributors can:

Automatically generated table of contents

Suspend the retention schedule in individual documents: On Hold property

As a contributor, you may need to keep a document when it reaches the Target Destruction Date. To do this, activate the On Hold switch in the document properties.

Notes:
– If your document is in the retention period (Life Cycle State property set to Control) an administrator must unlock the document before you can activate the On Hold switch.
Learn more: What happens when you use retention in AODocs libraries?
– The On Hold switch is not available if your library administrator has hidden it from the user interface.

1. In the AODocs interface, open a document.

2. Click Edit button.

3. Activate the On Hold switch.

4. Save your changes.

When the document reaches its Target Destruction Date, it won't be deleted.

Reset the start of the retention period in individual documents: Event Date property

As a contributor, you can manually reset the Event Date property in documents.

The Event Date is the date at which the document enters the retention period (Life Cycle State property set to Control). Learn more:

• What happens when you use retention in AODocs libraries?
• Create retention properties in your library

Notes:
– The Event Date property is not available if your library administrator has hidden it from the user interface.
– If you manually change the Event Date property in a document, the Event property must not contain Creation Date or Not Classified, otherwise the Retention batch process will overwrite your changes the next time it runs.

1. In the AODocs interface, open a document.

2. Click Edit button.

3. Enter a new date in the Event Date property.

4. Save your changes.

The next time the Retention batch process runs it recognises the new date and calculates a new Target Destruction Date accordingly.