How to apply retention policies on documents?

Athento allows you to schedule actions on the documents using a certain form.

To configure retention policies that will be applied to a form, go to the administration of the form.

Once there, click on the Retention Policies tab.

Available actions

Once the time we determine is completed, the documents that belong to the form for which we define the retention policies, can:

• Be converted into a record. To do this, you use the option Days to Lock. With this option, after a certain time, documents are blocked and can no longer be modified.
• Be sent to the trash. In this case, choose the option Days to trash. Once the deadline has expired, the documents will be sent to the trash bin of the space, from where an administrator user can recover them if necessary.
• Be eliminated permanently. In this case, the documents are permanently deleted from the system, with no possibility of recovery. This is a physical erase. If you want to permanently delete documents after a certain period of time has elapsed, you need to choose the Days to purge option.
• Be archived. The document will be archived after a retention days. Is will be in an archive zone of Athento.

The retention policies are able to be applied while document is alive, that is to say, locked, trashed or archived.

How is the retention policy period calculated?

It is calculated based on two values: a date of reference and a number of days associated with the action we want to execute.

In the sample screenshot, once the retention policies are activated, the documents will be permanently deleted when 180 days have elapsed from their creation date.

*If you don't want any policy to apply, don't change the default value in the action.

Activate a retention policy

Once you configure the time that must pass before the automatic actions are executed and the date after which the days will be counted, click on Save and activate the policy by clicking on the State switch.

Marking documents as expired

You can also mark documents as expired when a certain lapse of time has passed. 

Check the documentation for this feature.