Introduction
Proper document lifecycle management is crucial for maintaining an efficient and compliant records system. RecordsKeeper.AI's archival and deletion features help you automate the end-of-life handling of your documents, ensuring they are either archived or deleted according to your organization's policies while maintaining proper notifications and controls.
Step-by-Step Configuration Guide
1. Access Archival Settings
Navigate to Settings & Policies
Select the "Policies" tab
Locate the "Documents Archival" section
2. Configure Document End-of-Life Action
Find the "Delete or Archive?" toggle
Choose your preferred action:
OFF Position: Documents will be archived after retention period
ON Position: Documents will be deleted after retention period
Note: Consider your compliance requirements when selecting between archival and deletion.
3. Set Up Deletion Notifications
Locate "Warn Before Deletion" toggle
Enable the toggle to activate admin notifications
System will automatically notify administrators 30 days before deletion
This gives you time to review documents before permanent removal
4. Configure Archive Retention
Find "Delete Archives After" setting
Set the number of years (e.g., 5 years)
This period starts from the date of archive creation
After this period, archived documents will be permanently deleted
Best Practices
Document Lifecycle Planning
Review Regulatory Requirements
Check industry-specific regulations
Verify compliance needs
Document retention decisions
Set Appropriate Timeframes
Consider business needs
Account for legal requirements
Plan for future access needs
Notification Management
Designate responsible administrators
Create review procedures
Document decision processes
Implementation Strategy
Phase 1: Planning
Review current document types
Assess regulatory requirements
Define archival vs. deletion needs
Phase 2: Configuration
Set up initial policies
Configure notification settings
Test with sample documents
Phase 3: Monitoring
Review notification effectiveness
Track archival processes
Document deletion activities
Use Cases
For Financial Documents
Consider tax audit requirements
Plan for long-term record access
Set appropriate archival periods
For HR Records
Align with employment law
Consider privacy requirements
Plan for historical access needs
For Legal Documents
Account for statute of limitations
Consider contract terms
Plan for litigation holds
Troubleshooting Guide
Common Scenarios
Missing Notifications
Verify admin email settings
Check notification toggles
Confirm administrator access
Archival Issues
Verify storage capacity
Check file permissions
Review archival settings
Deletion Concerns
Review deletion timeframes
Check notification settings
Verify administrator roles
Best Security Practices
Regular Audits
Review archived documents
Check deletion logs
Verify notification receipts
Documentation
Keep policy change logs
Document review decisions
Maintain deletion records
Conclusion
Effective document archival and deletion management is essential for maintaining a clean, compliant, and efficient records system. By carefully configuring these settings in RecordsKeeper.AI, you ensure your documents are handled appropriately throughout their lifecycle while maintaining necessary controls and notifications.