OnBase Document Retention

The OnBase Document Retention module provides organizations with a system that manages documents as they are created, maintained and ultimately destroyed. Deleting valueless documents saves space and time while reducing costs. With defined and enforced criteria for maintaining and destroying documents, organizations can avoid fines, penalties and other legal consequences for documents that are not kept long enough, destroyed improperly or stored too long.

Because documents are created and utilized for varying purposes, criteria for Document Retention can be based on a specified period of time passing or on user intervention and approval before destruction. These criteria define the qualification process as either static or dynamic retention.

Static retention automatically purges documents according to a pre-configured time interval. It requires no user intervention, saving time and ensuring that documents are deleted at the appropriate point in time. Static retention can be based on either the document date or the date the document was stored in OnBase. For instance, a manufacturing company produces a daily production report that is irrelevant after 10 days. When the retention period has expired, OnBase purges the report to eliminate the unnecessary document.

Dynamic retention allows the date of deletion to be determined based on a custom Workflow, VB Script® or external action in a line-of-business application. Documents are not deleted or purged until approved by an OnBase user. For example, a manager may want OnBase to prompt him/her to review all loan files over $1 million before they are deleted. During deletion, users can choose the “scrub file” option, which deletes the documents completely from the system so they cannot be accessed again. When necessary, authorized users can also mark documents to be excluded from the purging process to address legal or “hold order” requirements.

Application
Organizations seeking to comply with corporate and legal regulations are assured that documents are properly secured, retained and expunged. The ability to tailor a retention solution to address requirements saves an organization costs in terms of labor, time and money, allowing the focus to be on business-critical processes.

Core Features

• Retention processes can be configured to delete expired files and keywords or files only
• Manages documents using both static and dynamic retention processes
• Authorized users can exclude files from document retention processes
• Establishes a structured policy that reduces costs in researching and removing documents to address compliance issues
• Provides a consistent process for deleting documents, resulting in reduced space, time and costs
• Regular purging of documents with no business value reduces exposure to legal action based on redundant content