Retention Definition

There are two ways to set the retention period for the archive document:

  • Specifically for the legal entity of the object. If there is more than one legal entity, enter dashes [-] to separate them.

  • Generally by entering an asterisk [*].

Main Screen

The main screen consists of a list of retention rules.

Defining New Rules

Proceed as follows to define a new rule:

  1. Click New Entries.

  2. Fill out the following general information:

    • Content rep: Content repository.

    • RM type: Type of retention management, e.g. ADK – Archive Development Kit.

    • Object: Object type, e.g. archiving object for ADK.

    • Sequence: Distinguishes between new rule definitions, usually using the increment order.

  3. Fill out the required fields under Retention definition:

    • Legal entity: Represents the value to which the retention date will be applied.

    • Retention period: Period that declares how long the object is retained before deletion.

    • Retention period unit: Unit of the period. Possible values: Months; Years.

    • Rounding period: Unit used for rounding the period. Possible values: Months; Years.

  4. Click Save.

The new rule has been defined.

Calculating the Deletion Date

The date after which data can be deleted is calculated using the given retention period, retention period unit and rounding unit as follows:

  • Step 1 – rounding settings: The current date rounded to the start of the current rounding period by the chosen rounding period (months or years) is the rounded current date.

  • Step 2 – retention settings: The rounded current date is shifted down by the retention period and retention period unit (months or years). This forms the deletion date.

If the following is true for the current document, the document will be marked for deletion: deletion date > retention date.

 

Example:

Current date: 12.10.2020

Retention period: 2

Retention period unit: ANN (years)

Rounding period: MON (months)

Retention date of the current document: 08.07.2018

  1. The current date rounded to the start of the current rounding period by the chosen rounding period (months) is the rounded current date.

    • Rounded to the next rounding period (date: 12.10.2020, rounding period: MON) = 01.10.2020.

  2. The rounded current date is shifted down by the retention period and retention period unit (years). This forms the deletion date.

    • Shifted down (date: 01.10.2020, retention period: 2, retention period unit: ANN) = 01.10.2018.

The deletion date 01.10.2018 is more recent than the retention date 08.07.2018. The document will be marked for deletion.