Syndelo has three controls for keeping or removing files: holds on a single file, retention rules for a file type, and permanent deletion requests. Each needs a different reviewer to approve or release.
Put a hold on a file
- In the Document Library, open Document Actions on the file and choose File Holds.
- Explain Why Must This File Be Kept? and click Add Hold.
A hold keeps the file and its access settings unchanged and blocks deletion and replacement. A different reviewer releases it with Review and Release Hold.
Set retention rules
- Click Keep Files at the top of the Document Library.
- Choose the File Type, enter Minimum Days to Keep Files, Days Backups May Keep Deleted Files, and Why Must These Files Be Kept?
- Click Send Rule for Review. Another reviewer uses Review and Approve Rule.
Your team sets these rules with its advisers. There are no preset legal time periods. The longest approved rule for a file type applies.
Permanently delete a file
- Click Deleted Documents, open Document Actions on the file, and choose Delete Permanently.
- Explain Why Should This File Be Deleted? and submit.
- A different reviewer approves it under Permanent Deletion Requests with Approve Permanent Deletion.
After approval the file cannot be restored. Holds and retention rules must allow it. Tax, legal, offering, generated, and version-history files must be kept.
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