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Document Retention

Protect documents from deletion by applying retention schedules that enforce compliance with legal and business requirements.

What Is Document Retention?

Retention schedules protect documents from deletion until their required retention period has been met. This ensures compliance with:

  • Legal requirements
  • Regulatory mandates
  • Business policies
  • Industry standards

How Retention Works

When a retention schedule is applied to a document:

Protection Description
Deletion blocked Document cannot be deleted
Period enforced Protection lasts for defined period
Automatic tracking System tracks retention dates

Retention Example

flowchart LR
    A[Document Created] --> B[Active Retention<br/>3 years]
    B --> C[Archive<br/>7 years]
    C --> D[Disposition]
    D --> E[Transfer or Destroy]
Phase Duration Action
Active 3 years Document retained in original location
Archive 7 years Document moved to archive folder
Disposition — Document transferred or destroyed

Applying Retention Schedules

  1. Navigate to the document
  2. Click Action → Document Properties
  3. Locate the Retention section
  4. Select a Retention and Disposition schedule
  5. Click OK

Retention Status Indicators

Status Description
Active Under retention protection
Archived In archive retention phase
Approaching Nearing end of retention
Complete Retention period ended

Who Can Apply Retention?

Role Can Apply Retention
Document Owner Yes
Users with Full Control Yes
Library Managers Yes

See Also