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ONBASE DOCUMENT RETENTION
An organization's ability to understand and structure the life cycle of its documents can greatly impact the infrastructure and processes required to house its content. Many businesses are required by law to retain documents for a set period while others are expected to destroy information to adhere to privacy regulations. Document Retention provides a system with which to manage documents as they are created, maintained and ultimately destroyed.
Documents are created and utilized for different purposes. The OnBase document retention module enables organizations to define criteria by which OnBase will either maintain or destroy a document. These criteria may be as simple as specifying a period of time to retain a document or may require complex user intervention and approval before a document becomes eligible for destruction.
Application
The Document Retention module allows for the automatic destruction and removal of "qualified" documents that have exceeded their retention period and have not been marked for exclusion. This qualification process varies, depending on whether a static or dynamic retention type is specified.
Evaluating and Purging Documents
The Document Retention Processor can be configured with the following two retention types, "static" and "dynamic".
Static Retention
Static retention purges documents when the user-specified time interval has elapsed. It is configured for document types or documents that will most likely maintain a set retention period. The retention period is based on either the creation date of a document (date stored) or the document date. For example, a manufacturing company produces a daily production report that may contain relevant information for ten days. After the tenth day, the information becomes irrelevant. Each daily report is purged when the retention period has been reached.
Dynamic Retention
Dynamic retention allows the date of deletion to be determined based on a custom OnBase Workflow, VB script, or external action made in a line-of-business application. OnBase Workflow can be configured to facilitate setting retention dates. Based on the review of data within that application, the Document Retention Processor could activate or place a group of documents in the deletion queue. For example, an employee is released from a company. By law, the company is required to maintain the employee's file for a period of three years before removing the employee's records from the system. The company can trigger the retention period of the employee's documents when they log the employee's release date in their payroll system. If the employee ever returns, the company could reactivate the payroll account. This would suspend the previously imposed retention period and reactivate the documents provided that the retention period has not already passed. To remove documents associated with a dynamic retention type, a Document Retention Processor is run to process the documents, followed by a Document Purging processor, which actually destroys the documents.
Core Features
