The AODocs Retention Module is a feature of the AODocs Document Management Platform, included in the AODocs Application Platform license level. It allows you to automate the retention and disposal of the documents stored in your AODocs libraries.
|What are retention policies?|
|Managing retention policies with AODocs|
|Using one or more retention schedules in an AODocs library|
What are retention policies?
A retention policy (or deletion policy) is a set of rules defined for specific documents. It details how long documents are retained once they are controlled by the AODocs Retention Module (retention period) before being deleted.
Companies and organizations may need to implement retention policies on their documents for business requirements, such as legal reasons or to save storage space. Your company or organization may need several retention policies for different types of document.
Managing retention policies with AODocs
When you use the AODocs Retention Module, each retention policy defined by your company or organization is associated with a retention schedule. This retention schedule is used to apply all the characteristics of the retention policy. You can assign retention schedules to folders in your AODocs libraries.
Using one or more retention schedules in an AODocs library
The AODocs Retention Module allows you to manage the life cycle of documents in your AODocs libraries at the folder level.
Library administrators can define which retention schedules to assign to which folders in the AODocs libraries they manage. When a library administrator assigns a retention schedule to a folder, the life cycle of all the subfolders and documents within that folder is managed by this retention schedule.
Note: To assign retention schedules in a Document Management library, all its document classes must have a folder structure defined.
To assign several retention schedules to different folders in your library, you need to organize your folder structure appropriately.
Below is an example of several retention policies at different folder levels in a library.
Note: If you're using retention in a library, you must assign a retention schedule to the root folder of the library.