You can set up policies to automatically archive or delete documents (either soft or hard deletes) based on different document types.
Methods:
Documents can be archived using two methods:
•Automatic Archiving & Deletion: Setup rules to automatically archive or delete documents based on their age or other criteria.
•Manual Archiving: This provides granular control over which documents are archived. For more information on manual archiving, see Archiving Documents.
•Policy Configuration: Only members of the administrator group have the authority to create and modify archive and delete policies. •Manual Archiving: Users with "New Version/Check out" rights on a document can manually archive it. •Document Recovery: Only administrators can unarchive or restore deleted documents. •Archive Section: This special cabinet is where all archived documents are moved to. By default, this section is only accessible by users of the administrators group. You may allow other users to access this cabinet by adding such users or their groups to the "Archive Access" security template. Note that the access to documents within the Archive cabinet are still controlled by the original user permissions on those documents. |
Setting Up Automatic Archiving and Deleting
•Navigate to Archive and Delete Policy in Docsvault Server Manager OR in the Administration menu in the Desktop client. This will show a list of existing archive and delete policies.
•Click New to create a new policy.
•In the Create Archive and Delete Policy window, provide a Policy Name.
•Choose a Policy Type:
oArchive: Moves the document to the Archive section. Archive is one of Docsvault's special area and cannot be deleted.
oDelete: Choose one of the following deletion methods:
▪Delete to Recycle Bin: Moves the qualified documents to the Recycle Bin for potential recovery.
▪Delete Permanently (Purge): Permanently deletes documents from the system.
▪Delete from Recycle Bin: Permanently deletes documents already in the Recycle Bin.
•Location: You can restrict the policy under a specific location within Docsvault by selecting a location to apply this policy to.
•Duration: Specify the time (in days, months, or years) after which the policy will take effect..
•Based On: Define the rules for automatic archiving or deletion based on:
oCreated date:Documents will be archived or deleted based on their creation date.For example, automatically purge emails that are older than 3 years.
oModified date: Documents will be archived or deleted based on their last modification date. For example, move documents not modified in 12 months to the archive.
oSpecific date Metadata field: Documents will be archived or deleted based on a specific date field associated with them. For instance, soft delete project documents that have been closed for more than 10 months.
•Profile: Choose the profile on which you want to apply this policy.
•Profile and Index: If using a Specific Profile Date metadata field for Based On option, select the profile and index.
•Additional Index: You can also define additional static index value for the criteria to only apply this policy to documents with specified metadata value for a static field corresponding to the Profile specified above .
•Click on Save to create the policy.
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Example of Archive and Delete Policies |
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Policy Jobs Schedule:
Multiple archive and delete policies can be applied to various documents simultaneously. Jobs are set to trigger daily at 4:00 AM server system time.