Disposal & Retention Settings

What is Disposal & Retention Settings?

Disposal & Retention Settings enable automated asset disposal rules after a set duration. This feature is vital for meeting legal requirements and ensuring internal policy compliance by allowing users to configure:

• Date Trigger: Define when the retention period begins.

• Retention Period: Specify how long assets must be retained.

• Action After Trigger (Automated Actions): Set actions to be executed upon expiry (Archive, Delete, or Move Folder).

How to use Disposal & Retention Settings

• User Right Required: User must have the permission: “Is Client Admin - User can manage the Client Profile”.

• Access Path: Client Profile → Settings → Disposal & Retention Settings

🔹 Step 1: Create a New Rule

• Add new Rule: At the top of the page, click the "Add Rule" button.

• Select an Action: This defines what the system will do once the deadline is reached. Currently, HIVO supports the following actions: Archive, Delete, and Move Folder.

• To Remove a Rule: Click the “x” icon next to the rule name.

• To Arrange Rule: Arrange the order of rules using the arrows (↑/↓). If multiple rules are met simultaneously, the system will check the sequence and execute the first matching rule

🔹 Step 2: Configure Conditions

The Condition section allows you to define exactly which assets the rule will apply to.

• Combining Conditions: You can combine multiple conditions by clicking the plus (+) icon on the same row as the Rule name.

• To remove a condition: Click the “x” icon next to it.

• Example: Condition Type: Metadata | Key: Author | Value: HIVO

-> This means the rule only applies to assets where the Metadata Key "Author" is set to "HIVO".

🔹 Step 3: Select the Date Trigger & Action After Trigger (Retention Period)

• Date Trigger: Select a date-based metadata key.

  • The Date Trigger must be configured within the Metadata Disposal System Defaults.

  • Otherwise, the system cannot calculate the retention period when the Date Trigger is Termination Date/ Date Superseded/ Expiry Date/ Incident Date/ Inspection Date.

  • Example: Select Production Date -> The system will start the retention countdown from the asset's specific Production Date.

• Action After Trigger (Retention Period): Choose the duration for the retention period.

  • Example: Select One Year -> This means the Disposal Action will occur exactly 1 year after the Date Trigger.

  • Select 'On' to execute the action immediately on the Date Trigger.

• Disposal Action Date = Date Trigger + Retention Period

  • The Disposal Action Date is the date the HIVO system will perform the asset disposal action (Archive / Delete / Move Folder).

🔹 Step 4: Configure Notifications

Monitor the process and receive alerts.

• Admin Alerts: Only Admin users will receive these notifications.

• Timing: Alerts can be sent either before or after an action takes place.

  • Notify prior to action: You can enter the number of days in advance that you would like to receive a notification before the action takes place.

    • This notification is for warning purposes only and does not automatically cancel the action.

    • If you need to prevent the action from occurring, you must modify or disable the rule before the Disposal Action Date.

    • It is strongly recommended to enable this feature when the action is Delete to avoid unintended data loss.

  • Notify when Action is complete: After the system completes the action, a confirmation notification will be sent.

If you have any questions, don't hesitate to ask, we're always here to help!