Scanning and Document Workflow now includes document retention capabilities for managing the lifecycle of records and documents. The tool called Document Policy Manager allows document types to be transferred, permanently retained or destroyed according to KU’s requirements and legal standards. It does this automatically through time-based, event-based, or time-and-event-based policies.
Physical documents can also be tracked with file templates that note the physical location of documents. Physical file templates designate the building, shelf or box location for the physical documents. You can then run a report with the locations of the physical documents.
- Disposition actions can be automated.
- Litigation and audit holds can be applied. Litigation and audit holds can be permanent or can have an absolute expiration date. When a hold is applied to a document in the system, that document cannot be modified or deleted, even after the retention period ends.
- Retention Policy Manager's export functionality allows you to copy all of the documents under a hold to a physical location as defined. A status report option displays a list of the document keys for documents that are under the currently selected hold and the document types assigned to that hold.
- After the retention period ends, the technology automatically creates sets for the documents. Users with the Manage Retention Policy privilege receive an email notification after a set is complete. Once a set is confirmed, the tool removes the document pages, metadata, or both, depending on the disposition action. With document retention, you can get reports for all set types.