1 Retention Module

The ATIPXpress Retention Module allows Administrators to create policies for retaining system data, with gateways to mark Requests for retention and apply retention action, ensuring Requests are managed according to your unique organizational requirements.

Here we’ll provide a quick look at how the retention module works, including:

• The retention process

• Creating Retention Policies

• Marking Requests for action

• Applying retention actions

• The Retention Management Actions Report

How Retention Works

ATIPXpress Administrators manage the retention process. Retention management in FX follows these basic steps:

1. Administrators create a Retention Policy for a specific Request Type, which determines how long Requests of that type should be retained, as well as the disposition to be applied after the retention period.

2. Requests are marked for action, using search and filtering options to locate specific Requests, with the ability to mark for action in batches if needed.

3. Retention Actions are applied to Requests marked for action, with options to Delete, Archive, and Restore Requests.

4. All retention actions are captured and reportable on the Retention Management Actions Report.

Accessing Retention Management

You can access the Retention management options from the Administration section.  

Click (A) Administration, then from the left navigation select (B) Retention Module. The (C) Retention options display: Retention Module

Options are Mark for Action, Apply Retention Action, Retention Policies and Retention Management Action Report. See the steps in the following sections for details on each.

2 Retention Policies

The first step in the Retention process is to establish a Retention Policy. Follow the steps below to create an active Retention Policy.

1. Navigate to Administration > Retention Module > Retention Policies. The Retention Policies screen appears:

2. Existing policies are listed on this page. Click New to create a new Retention Policy. The New Retention Policy screen appears as shown below:

3. Add a description Policy Name.

4. For this example, ensure the Active checkbox is selected.

5. Use the Retain For drop downs to select the number of Years and Months to retain requests under this policy.

6. Use the Disposition drop down to select either Destroy or Archive. Archiving requests saves the Request Report, which is archived to the same server where the FX application is maintained.

7. Click Save to save the policy.

8. The new policy is now Active. It is available in the Retention Policies list for editing, and can also be deleted from this list.

3 Mark for Action

Retention management allows for multiple layers of review and approval before Requests are destroyed or archived. The first gateway is to mark Requests for action. Requests captured by this policy can be reviewed before the retention action is manually applied.

Only Closed requests with an assigned retention policy can be marked for action.

Follow the steps below to review Requests within retention policy and mark these for action.

1. Navigate to Administration > Retention Module > Retention Policies. The Requests View (Mark for Action) screen appears:

2. Use the (A) Search Criteria fields to locate specific requests using the request details.

3. Alternatively, use the (B) Advanced options to locate Requests using additional details, including using Retention details, such as the retention date, expiration days and more. These can be combined to narrow down to highly specific results.

4. Click Search to locate Requests matching your search criteria. All matching Requests are listed in the Requests View (Search) list: Mark for Action

5. You can select Requests from this list and View Request Details, Amend Expiry Date, Archive and more. In this example, we’ll opt to Mark for Action. The Mark for Action screen appears:

6. The Mark for Action Date defaults to today’s date. There are also fields for adding Comments and adding an Approval Copy. When complete, click Mark for Action.  

7. The Request is now marked for action, with the ability to apply retention actions to the Request. See the next section for steps.  

4 Apply Retention Action

The third step in the Retention process is to apply the approved retention action. Follow the steps below to apply retention actions to applicable Requests.

1. Navigate to Administration > Retention Module > Apply Retention Action. The Apply Retention Action screen appears:

2. Use the (A) Search Criteria fields to locate specific requests using the request details.

3. Alternatively, use the (B) Advanced options to locate Requests using additional details, including using Retention details, such as the deletion date, marked date, disposition type, and more. These can be combined to narrow down to highly specific results.

4. Click Search to locate Requests matching your search criteria. All matching Requests are listed in the Requests View (Search) list:

5. Use the (A) Checkbox to select Request(s) to apply Retention Actions. The (B) Retention Actions are described below:

5 Retention Management Actions Report

All Retention Actions are logged in the system. These actions can be reported quickly and easily using the Retention Management Actions Report. To view a Retention Management Actions Report,

1. Navigate to Administration > Retention Module > Retention Management Actions Report. The Retention Management Actions screen appears:

2. You have the option to select a saved report under the Select Saved Report Criteria dropdown. Otherwise, click Next to create a new report.

3. After clicking Next, the Retention Management Actions report appears as shown below:

4. Use the options on this screen to configure the report output. There are Report Header Display Options, Group By, Filter By, Retention Status and Select Dates for the Actions Performed.

5. Click Generate to generate the report output. You can also click Save Report Criteria to save this report for later use (selected in Step 2 above). A sample report output is shown below:

6. There are options to Print and Export the report. Click Close to close the report output.