Introduction
RecordsKeeper.AI's retention policy feature helps organizations maintain compliance and efficiently manage document lifecycles. This guide will walk you through setting up retention policies at different levels - from global defaults to specific file types - ensuring your records are properly maintained and archived according to your organization's requirements.
1. Set Default Retention Period
Navigate to Settings & Policies
Select the "Policies" tab
Locate "Default Retention Period for All Records"
Set the number of years (e.g., 10 years) This serves as your baseline retention period for all documents.
2. Configure Department-Based Retention
Find "Default Retention Period by Department"
For each department:
Select department from dropdown (e.g., Finance, IT, Government)
Set retention period in years
Add more departments using "+ Add More Department/Role-Based Retention"
Key Note: For departmental conflicts, the higher retention period takes precedence. For example, if Finance department is set to 10 years, all Finance documents will be retained for at least 10 years.
3. Set File Type-Specific Retention
Locate "Default Retention Period for Different File Types"
Configure retention for each file type:
Word documents
Excel files
PDF files
Click "+ Add More File Type-Based Retention" for additional types
Important Note: When retention periods conflict, the longer period applies. For example, if PDFs are set to 7 years but the Finance department is set to 10 years, Finance PDFs will be retained for 10 years.
4. Configure Retention Extension Options
Find "Flag for Retention Extension"
Toggle "Enable users to extend the retention period" if needed
Set "Maximum Extension Period Users Can Extract"
Input the maximum number of years allowed for extension
Best Practices
Policy Hierarchy
Start with Global Default
Set a conservative baseline
Consider regulatory requirements
Account for industry standards
Department-Specific Rules
Align with department needs
Consider compliance requirements
Document justification for variations
File Type Considerations
Match retention to content type
Consider legal requirements
Account for business needs
Practical Applications
For Financial Records
Set longer retention for tax documents
Align with audit requirements
Consider regulatory compliance
For HR Documents
Match employee record requirements
Consider privacy regulations
Account for legal hold requirements
For Legal Documents
Set appropriate contract retention
Consider statute of limitations
Account for regulatory requirements
Troubleshooting Tips
Policy Conflicts
Review hierarchy of rules
Document override justifications
Monitor policy effectiveness
Extension Management
Set reasonable extension limits
Monitor extension requests
Review justifications regularly
Implementation Strategy
Planning Phase
Audit current retention needs
Document regulatory requirements
Consult stakeholders
Configuration Phase
Start with global settings
Add department-specific rules
Configure file type retention
Review Phase
Test policy implementation
Verify retention periods
Monitor system behavior
Conclusion
Properly configured retention policies are crucial for effective records management and compliance. By following these steps and best practices, you can ensure your organization's records are maintained appropriately while meeting regulatory requirements and business needs.