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 lets you 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
 Reports that list 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, select the Reporting tab and then Schedule assignment.

2. 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
– not case sensitive
– outputs only matches for the entire phrase if you enter more than one word

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

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5. Open the email you received to access the report.


Reports that list deleted documents

You can generate two types of report that list the documents that have been deleted by the AODocs Retention Module: 

  • a report that lists all the documents deleted by a given deletion batch
  • a report that lists the documents deleted from a given library by a given deletion batch

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

1. In the AODocs Retention Module, select the Reporting tab and then Deleted documents. The list of deletion batches from the past three years 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.

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

3. Open the email you received to access the report.

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4. Select the Details per library button next to a deletion batch to display the list of libraries in which documents were deleted for this deletion batch. 

5. Press the Export button next to the required library. A report is generated and you receive an email notification.

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6. Open the email you received to access the report.


Report that lists documents pending deletion

The AODocs Retention Module monitors documents pending deletion.

1. In the AODocs Retention Module, select the Reporting tab and then To be deleted documents.

2. Select a range of dates.

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. A report is generated and you receive an email notification.

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6. Open the email you received to access the report.

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

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  • Does the "Deleted docs report" keep all of the reports since the beginning? Is there a limit to how far back it keeps this information in the system?

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