Set up Retention Criteria

  1. Open the entity.

  2. Select the Retention criteria tab.

  3. To activate the retention criteria for all these types of entities, select the Activate retention period checkbox.

    If this checkbox is deselected, data won't be exposed for review or expunged.

  4. In the Retention period fields, specify how long your agency wants to keep entity data for.

  5. In the Retention start date drop-down, select when you want to start the retention calculation:

    • Created to start the retention calculation from the date the entity was created.

    • Last Modified to start the retention calculation from the last time the entity was last changed.

      Users will be warned that their changes need to be recalculated.

  6. In the Business process drop-down, select one of these options:

    • Review to include the entity in the review list at the calculated time.

      You can review the entity and keep it or expunge it from the database.

    • Automatic deletion to automatically expunge the data at the calculated time, without sending any notification.

      Expunged entities can't be recovered.

      Before you select Automatic deletion, make sure you won't need the entity later.

  7. To assign the review task to specified recipients, select a Designations, Teams, or Users.

  8. Select Save.