Question:
How to comply with Records Management requirement „Delete document but keep metadata record“?
Answer:
In some cases Records Management requires to delete the content of the record (in DocuWare terms: the document) after a certain retention period but keep the metadata (in DocuWare terms: the index data) for a longer retention.
We recommend the following configuration:
- Set the due date for the retention of the document.
- For documents that need to follow these requirements set the status of the document to „Delete document, Keep Index“.
- Define an Autoindex Workflow with the following entries:
- Source: File Cabinet that contains the Records.
- Target: Either same file cabinet or a different file cabinet that hosts the index of the disposed records.
- Matchcode: Unique Identifier of the document, Status.
- Filter: All documents with due-date = Today() – x days (where x is an optional notification period for the records manager (see below).
- Options:
- If no match found: Create new Record.
- Source record: Change status to „To be deleted“.
- Optional: Define an export workflow for all documents with status = „To be deleted“.
- Source: File cabinet that contains the Records.
- Target: File cabinet that shall contain the disposed records.
- Optional: Define a list of all records that are due for deletion and assign it to Records Manager.
- Status = „To be Deleted“.
- Due Date within the next x days (where x = notification date for Records Manager).
- Define a Deletion Workflow.
- Status = „To be Deleted“.
- Due Date = Today ().
This process deletes a document but keeps it’s index as a new record. Please note that all logging on the original document is also deleted with this process.
