Retention Policies

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  • Updated on Feb 28, 2026
  • Published on Jan 29, 2026
  • 2 minute(s) read
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The Retention Module allows agencies to create, safeguard, and access records, and cost-effectively archive or dispose of them according to their requirements.

Retention policies are created under Administration > Retention Module > Retention Policies, and will be applied only to closed Request Folders. When closing a Request Folder, the system will set the retention expiration date based on the retention policy configuration. Additionally, the system verifies whether or not any open appeals or litigation exist for the closed Request. In such instances, the system disallows users to mark the Request for deletion.

Key Features

  1. Provides a consistent retention management platform with extensive record-keeping capabilities for electronic documents.

  2. Arranges records by classification.

  3. Facilitates the development of filing systems, retention and disposal schedules and maintains them to meet organization requirements.

  4. Sets up, maintains, reviews, and documents retention systems.

Create Retention Policy

Retention Policies are used for defining the retention and disposition rules for Request Folders in the system. Agencies should follow their own Retention Policies and allow administrators to setup and manage these policies. Follow the steps below to create a Retention Policy:

  1. Click Administration > Retention Module > Retention Policies. The Retention Policies screen displays as shown below.

    Table displaying retention policies with details on active status and retention duration.

  2. Click New. The New Retention Policy screen displays as shown below.

    Form for creating a new retention policy with mandatory fields and options.

  3. Enter information in the fields described below per your organization's requirements.

Field

Description

Policy Name

The name of the Retention Policy.

Active

When selected, activates the Retention Policy. This option is enabled by default.

Wait Until Fiscal Year Ends

When selected, records will be disposed of at the end of the fiscal year.

Retain For

The amount of time (in years or months) for which records will be retained.

Description

A brief description of the policy.

Disposition

Determines how to handle records that satisfy the retention policy once the retention period ends. Available Dispositions include Destroy and Archive.

Archive Location

The location where archived records will be stored.

  1. Click Save. A verification message displays as shown below.

    Popup message asking to save the Retention Policy with OK and Cancel options.

  2. Click OK.

NOTE: If Archive was selected as the Disposition, the Archive Location field displays. Enter an Archive Location.

Edit Retention Policy

Follow the steps below to edit a Retention Policy:

Click Administration > Retention Module > Retention Policies. The Retention Policies screen displays.

  1. Select the Retention Policy you want to edit.

  2. Click Edit. The Edit screen displays for the selected Retention Policy.

  3. Edit information in the fields on this page as needed. These are described in the section above.

NOTE: If Archive was selected as the Disposition, the Archive Location field displays.

  1. Click Save. A verification message displays.

  2. Click OK.

Delete Retention Policy

Follow the steps below to Delete a Retention Policy:

  1. Click Administration > Retention Module > Retention Policies. The Retention Policies Screen displays.

  2. Select the Retention Policy you want to delete, then click Delete. A verification message displays.

  3. Click OK.

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