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.

When you've created retention schedules and added them to the AODocs Retention Module, you can assign them to your libraries.

This article explains how to:

Automatically generated table of contents

Find a library in the AODocs Retention Module interface

If your library doesn't yet have any retention schedules assigned to it, it is listed in the Pending libraries tab.

Notes:
– If you have just created your library, it may not yet appear in the list because the list is updated periodically. If required, click Refresh.
– Library administrators can see only the libraries they administer.
– AODocs super administrators and Retention super administrators can see all libraries.

1. In the Pending libraries tab, you can use:

• the search field to find your library.

Notes: The search:
– applies to the Library Name and Library Type fields
– is not case sensitive
– outputs only matches for the entire phrase if you enter more than one word
– must contain a minimum of three characters

• filters to display libraries:
  • with any status
  • that are not configured
  • that have one or more configuration errors

Note: You can combine the search field and filter to refine the display. 

Create retention properties in your AODocs library

When the Retention batch process runs, it updates properties related to retention in your documents. Learn more: What happens when you use retention in AODocs libraries?

If your library has never had a retention schedule assigned to it, create the retention properties in the library so the Retention batch process can update the properties of your documents.

The properties you need to create depend on whether you're using a standard retention policy or a compliance archive (SEC Rule 17a-4) policy. 

Properties for standard retention policies

1. In the AODocs Retention Module, select the Pending libraries tab and click the Settings button next to the library you want to configure. The AODocs library administration opens.

2. Select Categories.

3. Create the following categories in your library:

• Life Cycle State
• Event
• Record Category

Learn more: Create categories.

4. Select the Dynamic values checkbox for each of the categories you just created.

This means that the Retention batch process can create new values for your category properties.
Learn more: What happens when you use retention in AODocs libraries?

5. Select Document classes.

6. For every document class in your library, define the following properties:

Notes:
– The spelling of your custom properties must be identical to that indicated above. You must respect the upper and lower case lettering. A space at the end of a property name will generate an error.
– The spelling of your categories doesn’t have to be identical to that indicated above, but it helps for coherence.
– If your library contains several document classes, you must create retention properties for every one of them.

Configure your properties as shown below:

Note: You can set any of the retention properties to Hidden. AODocs contributors don't see hidden properties. Learn more: Create and configure custom properties
In the example above, the On Hold and Event Date properties are hidden. No contributors will be able to:
– Suspend the retention schedule in individual documents
– Trigger the retention period in individual documents

Learn more: Create and configure custom properties.

7. If you're working in a Document Management library, open the Advanced tab and select the checkbox Allow documents to be organized in folders for every document class in your library.

Note: In Team Folders and Secured Folders, folders are active by default and can't be deactivated.

Property for compliance archive policies

1. In the AODocs Retention Module, select the Pending libraries tab and click the Settings button next to the library you want to configure. The AODocs library administration opens.

2. Select Document classes.

3. For every document class in your library, define the following property:

Notes:
– The spelling of your custom property must be identical to that indicated above. You must respect the upper and lower case lettering. A space at the end of the property name will generate an error.
– If your library contains several document classes, you must create the retention property for every one of them.

Assign retention schedules to folders in your AODocs library

Important:
– If the Compliance Archive feature is available in your Retention Module, you can't apply standard policies and compliance archive policies in the same library.
 –You must assign a retention schedule to the root folder before assigning retention schedules to any other folders in your library.

1. In the AODocs Retention Module, select the Pending libraries tab and click the Edit library assignments button next to your library.

2. The Configuration status panel indicates if your library status:

• hasn't yet been calculated – click Calculate.
• is not ready – expand the display to see which properties are missing in your library (see step 3)
• is ready – you can assign retention schedules in your library (see step 4)

Tip: Click Calculate at any point to check the status of your library.

Note: The Library configuration link and Recalculate buttons are available for:
– Library administrators for the libraries they administer
– AODocs super administrators and Retention super administrators for all libraries

Note: If your library status hasn't yet been calculated, the Assign schedule to root folder is available. You're recommended to calculate the status first, but you can assign your schedule directly if you're sure your library is ready. 

3. If the Retention app detects missing properties when you calculate the library status, the details are displayed in the Configuration status panel. Expand the display to view the details, then open the library settings and add the required properties. You're recommended to calculate the library status again after adding properties.

Tip: Check whether your retention schedule is based on property values. These properties must also be defined in your library.

Library with missing properties in both document classes

4. When all the classes in your library are correctly configured, the Configuration status panel indicates that your library is ready. Click the Assign schedule to root folder button (or the Assign schedules button if a schedule is already assigned at the library level).

5. In the Assign schedules dialog, under Choose folder, you can:

• select the root folder to assign a retention schedule to the root level of the library or to assign a retention schedule based on property values
• navigate the folder structure of your library and select a folder to assign a retention schedule to a folder at any level of the library

Important: You can assign a retention schedule to a folder only if you have already assigned a retention schedule at the library level (either a retention schedule assigned to the root level or a retention schedule based on property values).

6. Click Next.

7. Under Assign schedule, enter one or more retention schedules in the Retention ID field.

Notes:
– Only active retention schedules are available.
– You can assign more than one retention schedule at the library level, but only one at the folder level. Learn more: Using one or more retention schedules in an AODocs library.
– You can't assign retention schedules that are based on property values to folders

Tip: You can use the Retention ID field like a search field to find your retention schedule.

8. Click Save.

The library is now active and is listed in the Active libraries tab.

9. If required, you can assign retention schedules to other folders in your library: click the Edit library assignments button next to your library, then follow the procedure from step 2.