AODocs Retention Module reporting

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.

Notes:
- AODocs super administrators can generate reports for or all libraries in the domain.
- Library administrators and Retention super administrators can generate reports only for the libraries they administer. 

You can generate the following reports: 

 Report that lists the libraries managed by a retention schedule
 Report that lists deleted documents
Report that lists documents pending deletion


Report that lists the libraries managed by a retention schedule

You can generate a report that lists the libraries on your domain that are managed by a retention schedule.

1. In the AODocs Retention Module, open the Reporting tab. 

2. Select Retention Reports.

3. Enter the full or partial name of an active retention schedule in the search field.

Notes: The search:
- applies to all fields in all your active retention schedules 
- is not case sensitive
- outputs only matches for the entire phrase if you enter more than one word

4. Press the report button to generate a report. A report is generated and you receive an email notification. 

image01.png

5. Open the email you received. 


Report that lists deleted documents

You can generate a report that lists all the documents that have been deleted by the AODocs Retention Module.

Important: You can't recover documents once they have been deleted by the AODocs Retention Module.

1. In the AODocs Retention Module, open the Reporting tab. 

2. Select Deleted docs reports. A list of deletion batches is displayed.

Note: A deletion batch corresponds to a purge job that runs across all your domains and in all your libraries with one or more retention schedules assigned, every three months. 

3. Press the report button next to the required deletion batch. A report is generated and you receive an email notification. 

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4. Open the email you received.  


Report that lists documents pending deletion

The AODocs Retention Module monitors documents pending deletion.

1. In the AODocs Retention Module, open the Reporting tab. 

2. Select Docs to be deleted reports

3. Select a Target Destruction Date interval. 

4. If required, select a library and a record category. 

Note: If you don't select a library, the report gathers data for:
- all the libraries on your domain (if you're an AODocs super administrator or a Retention super administrator).
- all the libraries that you administer on your domain (if you're a library administrator)

5. Press Export CSV. A report is generated and you receive an email notification. 

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6. Open the email you received.  

image04.pngExample of an email notification with an attached "Documents to be deleted" report

7. Open the CSV file attached to your email. 

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Example of a "Documents to be deleted" report (CSV file)

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