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.

The AODocs Retention Module sends:

Automatically generated table of contents

Notifications about upcoming document deletions

Ten days before a purge job the AODocs Retention Module sends:

• A library-specific notification, with one CSV file for each library containing documents scheduled for deletion during the next purge job. Each CSV file lists all the documents that are planned to be deleted.
  
  This notification is sent to Retention super administrators and administrators of the libraries concerned.

If you need to preserve some documents in the list, you can decide to place individual documents on hold. This suspends the retention schedule for these documents and prevents them from being deleted.

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

• A domain-wide notification, with a CSV file containing a list of all the documents in your domain scheduled for deletion during the next purge job.
  
  This notification is sent to to Retention super administrators.

Note: If no documents are scheduled for deletion during the next purge, no library-specific notifications are sent. A notification is sent to Retention super administrators, indicating that there are no documents scheduled for deletion during the next purge job.

A library-specific email notification with attached CSV report, for library administrators

A domain-wide email notification with attached CSV report, for Retention super administrators

Notifications about deleted documents

After a purge job, the AODocs Retention Module sends:

• A library-specific notification containing:
  • one CSV file for each library in which documents were deleted by the purge job — each CSV file lists all the documents and attachments that the purge job attempted to delete and for each one, whether the deletion was successful or resulted in error
  • purge completion statistics for the library: start time, end time, number of documents deleted and number of errors

This notification is sent to Retention super administrators and administrators of the libraries concerned.

• A domain-wide notification containing:
  • a CSV file that lists of all the documents and attachments that the purge job attempted to delete and for each one, whether the deletion was successful or resulted in error
  • a CSV file that lists all the libraries in which documents were deleted, with purge completion statistics: start time, end time, number of documents deleted and number of errors

This notification is sent to to Retention super administrators.

A purge job notification for a single library