Retention

It allows you to retain a specific Workspace, Folder, or document in the DMS for a specified period of time. Retention applies to all file versions.

E.g. When retention is applied to a workspace, it applies to all existing folders/sub-folders and documents as well as to future folders and documents added in the workspace.

Retention policies are applied to the documents inside the Workspace/Folder. When a Retention Policy is applied, when applicable users access the workspace and/or folder, they will not have access to the documents.

To create Retention Controls

From the Control Center tab, click Create Control

Open

Setup a Retention

1. Enter a control Name.

2. Enter a Label to display for the control.

3. Select Type as Retention.

4. Select the System(s), it will list External systems configured in the CAM. E.g. iManage, NetDocuments, Office 365.

5. Select Association: Sets the object association to use. Can be: Workspace, Folder or Document.

Setting Entity Matching Criteria for associated entities

Open

1. Click Add Criteria

2. Select the Metadata from the dropdown. Metatdata may vary based on the selected entity at Association field.

3. Set the operator to filter on. Supported operators are Equals, Not Equals, In, Not In.

4. Type the metadata value desired. E.g. If filtering out Cabinets called NDMaster, set the following: Metadata=CabinetName, Operator= Equals, Value= 'NDMASTER'

Setting Time Trigger & Actions

Specify the period of time to retain this document in the system and from which day like created date or closing date to initiate the time retention.

• Approval : Select Yes if you want approval before performing this action, or select No.

• Notification: Select Yes if you want to receive notification when action performed, or select No.

• Description: Optional field. Describe the your triggers and action details.

• Time Trigger: Set specified period of time and from which event.

• Action: Select the action to perform when the event is triggered, only Mark Security as Read of Mark as Read only (iManage only) are available to be picked.

• Document Criteria: This option allows to apply additional criteria on documents if selected association is Workspace or Folder. Select Metadata, add Criteria and enter Metadata value to filter the specific documents.

Setting Activation & Approval

1. Approval Request: Select Yes to send the control for approval and activate it once the approvers (E.g. Team Lead) have reviewed and approved, or select No.

2. Activate Now: This option will be enabled when Approval Request is selected No. Select Yes to activate and observe impacted workspaces now or select No to create a control in the system and activate later from the Actions hamburger menu.

3. Auto Attach: This option is by default set to Yes for Security control, so it's not visible on the page.