OnBase - Document Retention
- Les LaCroix
- Russ Bauer
Overview
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 from the retention schedule. This qualification process varies, depending on whether a static or dynamic retention type is specified at the document type or Document Type Group level.
Document Retention Types
Static Retention
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 example, a manufacturing company produces a daily production report that may contain information that is relevant for up to 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. A DLL (dynamic link library) file or Visual Basic script can be created to allow interaction with another application. 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 OnBase. 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.
Applications
Companies can use Document Retention to delete old, valueless documents that cost a company space, time, and money. A company may suffer fines, penalties or other legal consequences if it does not keep records long enough, or destroys them improperly. If kept too long, adverse parties may subpoena the records during litigation.