If you work in an organization that manages a great deal of information, then you’re likely familiar with retention schedules.
Retention schedules typically dictate how long information must be kept before it can be destroyed or deleted. They’re an important part of ensuring compliance with laws and regulations, and also help to protect your organization’s data. In this blog post, we’ll show you how to change the retention schedule for documents in Alfresco.
Alfresco offers businesses a way to manage their electronic content through retention schedules. By Alfresco’s definition, a retention schedule is “a specified length of time for which records or other documentation must be maintained.” In Alfresco Governance Services, retention schedules contain steps that are used to define what retention actions need to take place.
AGS allows for 5 types of steps to be utilized in retention schedules: cut-off, retain, transfer, accession, and destroy.
Cut-off is usually the first step in a retention schedule that triggers the retention period. When a record is cut-off, the document and its associated metadata become locked so that changes can no longer me made upon the record.
Retain is used as a delaying step that prevents a retention period from triggering for a defined period of time. This step is only used in specific cases that require wait time before retention occurs.
Transfer is a step that involves moving the document/record from one location to another, either digitally or physically. Accession is a special type of transfer that usually also involves legal transfer of documents/records, from one group to another.
Destroy is the last step in the retention period, and denotes when the document/record can be destroyed, or in other words, permanently removed.
Alfresco offers three types of retention action triggers: event-based, time-based, and never expire.
Event-based retention schedules occur when a specified action takes place. For example, an organization might set a rule that all customer service emails must be retained for six months after the customer unsubscribes from the service. Once this action takes place, a process must kick off to initiate the specified retention schedule.
Time-based retention schedules are set for a specific amount of time, regardless of any events that may take place, from a specific date. For example, an organization might set a rule that all employee files must be retained for seven years after the employee’s date of hire.
Never expire means exactly what it sounds like – the content will be retained indefinitely. Alfresco recommends using this option with caution, as it can lead to large data sets that are difficult to manage.
Retention schedules are an important part of Alfresco’s content management system, and can help organizations to keep their data organized and compliant with any applicable regulations.