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Static retention purges documents when the user-specified time interval has elapsed. The retention period is based on either the creation date of a document (date stored) or the document date.
For For example, a manufacturing company produces a daily production report that may
contain may contain information that is relevant for up to ten days. After the tenth day, the
information the information becomes irrelevant. Each daily report is purged when the retention period
has period has been reached.
Dynamic Retention
Dynamic retention allows the date of deletion to be determined based on a custom OnBase
WorkflowOnBase Workflow, VB script, or external action made in a line of business application. OnBase
Workflow OnBase Workflow can be configured to facilitate setting retention dates. A DLL (dynamic link library)
file file or Visual Basic script can be created to allow interaction with another application. Based
on Based on the review of data within that application, the Document Retention Processor could
activate could activate or place a group of documents in the deletion queue.
For For example, an employee is released from a company. By law, the company is required to
maintain to maintain the employee's file for a period of three years before removing the employee's
records s records from OnBase. The company can trigger the retention period of the employee's
documents s documents when they log the employee's release date in their payroll system. If the employee
ever employee ever returns, the company could reactivate the payroll account. This would suspend the
previously the previously imposed retention period and reactivate the documents provided that the retention
period retention period has not already passed.
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Applications
Companies can use Document Retention to delete old, valueless documents that cost a
company a company space, time, and money. A company may suffer fines, penalties or other legal
consequences legal consequences if it does not keep records long enough, or destroys them improperly. If kept
too kept too long, adverse parties may subpoena the records during litigation.