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Assign retention period to folder

A user with edit permission assigns a retention period to a folder; this applies to sub-folders as well. The period starts from the beginning of the year following the year the document was uploaded, or from the upload date itself. A person with deletion permission lists expired documents; documents are not deleted automatically. Details: version history and trash.

  • User
  • Administrator
  • Edit permission (assignment), Delete permission (list)

How to assign a retention period to a folder?

A user with edit permission assigns a retention period to a folder; the period also applies to subfolders. Who can do this: User; Administrator; Edit permission in Area (assignment), Delete permission (list). The retention end date is visible in the details of every document in the folder and its subfolders. The period is counted from the beginning of the year following the document's upload year or from the upload date.

Steps

  1. Select the folder; find the RETENTION PERIOD section in the detail panel.

  2. Click Set expiry for this folder.

  3. Select the Duration (1–30 years) and Start; optionally write a description (e.g., relevant legal provision).

  4. Click Save.

  5. Use the link Expiring documents in this area to view those expiring.

"Result The retention end date is visible in the details of every document in the folder and its subfolders.
"Warning Retention periods are for general information; determine how long each document should be retained with your organisation policy and legal advisor.
"TipIf you assign a different period to a subfolder, that period applies specifically to that folder. If you want to be reminded when a document's retention end date approaches, select the document and click Add to Calendar next to the end date; the date is added to your calendar and reminds you 30 days in advance.

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