Record and Document Retention and Purging
Overview
nVIRO’s record retention functionality provides a flexible, customizable framework for purging records that no longer need to be maintained in the system.
Retention rules can be configured to meet the needs of different states/agencies, program areas, and record or document types—allowing users the flexibility to define when specific record types become eligible for purging. The system also supports an approval process through which records can be approved for purge or exempted for a defined period of time.
The following diagram shows the basic purge process.
Searching Retention Rules
To view record and document retention and purging rules, navigate to Admin > Records Retention.
The Retention Rules page lists all available record retention rules. Use the sort buttons or filters at the top of each column to locate a specific rule. When using a filter, the list dynamically updates to display all rules that match the entered value.
The following actions may be taken on the Retention Rules page:
Click the Add New Retention Rule button to create a new rule.
Click the Open button on a row to view or edit the rule.
Click the View Purge List button to view the purge list for the rule.
Click the View Run Logs button to view the rule’s execution history.
Click the Copy Retention Rule button to create a copy of the rule.
Viewing and Editing Retention Rules
Clicking the Open button on a row opens the Edit Record Retention Rule page.
The following fields are available on the Edit Record Retention Rule page.
Field | Description | Notes |
|---|---|---|
Retention Rule Name | A short name to identify the rule. |
|
Retention Rule Description | A more detailed description of the rule. |
|
Functional Area | The functional area to which the rule applies. |
|
Program Area | The program area to which the rule applies. |
|
Retention Period | The number of date intervals (defined in the next field) for which records are retained. | For example, if the date interval is “Years” and the retention period is “2,” records matching the rule are retained for 2 years. |
Retention Period Date Interval | The unit of time that corresponds to the retention period. | Currently, only “Years” is supported, but additional intervals may be added in the future. |
Retention Types | The subset of records to which the rule applies. | Available retention types are determined by the selected functional and program areas. For example, if the functional area is “Permit,” program-specific permit categories are available. This field is optional. Leaving it blank ensures the rule applies to all retention types. |
Document Categories | The subset of document categories to which the rule applies.
| Available document categories are determined by the selected functional and program areas. For example, a rule may retain a particular document category for only 2 years, even if the record retention period is 5 years. When one or more document categories are selected, the rule is treated as a “document only” retention rule. For more information, see the “Document Only” Retention Rules section below. This field is optional. Leaving it blank ensures the rule applies to all document categories. |
Retention Types and Document Categories
Both retention types and document categories are filtered based on the selected functional area and program area. For example, application/request retention types allow selection of related forms, while permit retention types allow selection of permit categories.
If no retention types are selected, the rule applies to all records within the selected functional and program areas that meet the retention period and interval criteria.
“Full” Record Retention Rules
Rules without a specified document category are considered “full” record retention rules, applying to both the record and its associated documents.
To create a “full” record retention rule:
Click the Add New Retention Rule button to create a new rule.
Complete applicable fields, and leave the Document Categories field blank.
Click the Save button.
“Document Only” Retention Rules
Rules that specify at least one document category are considered “document only” retention rules, applying only to the selected document type(s).
In some cases, documents associated with a record may not need to be retained for the same duration as the record itself. For example, it may be important to keep a PDF copy of a submission, while other working documents related to the submission may not require long-term retention. In such situations, a “document only” retention rule can be defined to specify the purge of documents in one or more document categories.
To create a “document only” retention rule:
Click the Add New Retention Rule button to create a new rule.
Complete applicable fields, and select one or more document categories in the Document Categories field.
Click the Save button.
“Full” record retention rules always take precedence over “document only” retention rules. For example, if a permit type has a record retention period of 5 years, any “document only” retention rule for that same permit type with a longer duration is ignored. This is because the 5-year record retention rule applies to the entire record, including its associated documents.
Identifying Purge Candidates
Records matching a retention rule are called “purge candidates.” Purge candidates are identified through a scheduled background process that assesses records and documents against defined retention rules. Identified candidates are listed on the Records Ready to be Purged page—also referred to as the purge list—for review. This process can also be run on demand by saving changes to a retention rule to update the purge list.
Reviewing Purge Candidates
There are two types of purge lists: one for records identified by retention rules and one for documents identified by “document only” rules.
To view the purge list for records, click the View Purge List button on a record retention rule row on the Edit Record Retention Rule page.
Exporting Purge Candidates
Purge candidates can be exported to a CSV file for further analysis by clicking the Export (CSV) button on the Records Ready to be Purged page.
Approving Records for Purge
Purge candidates must be approved for purge before they can be deleted. Once approved, records are queued for deletion and removed during a scheduled system process (typically over a weekend).
To approve a record for purge:
Select the checkbox next to each record to be approved.
Click the Approve n Item(s) button, where “n” reflects the number of items selected.
When prompted, click the Approve Deletion button to confirm. An “Approved for Deletion” indicator will display next to the record in the purge list.
Once approved and the purge process runs, records and documents are permanently deleted. For record purges, all related data—including documents, workflows, and events—are also deleted. For “document-only” purges, only the document record and document file are deleted.
Exempting Records from Purge
Alternatively, purge candidates may be exempted from purging for a specified period.
To exempt a record from purging:
Select the checkbox next to each record to be exempted.
Click the Exempt n Item(s), where “n” reflects the number of items selected.
When prompted, enter the exemption period and the exemption period interval.
Click the Exempt from Deletion button to confirm. An “Exempt from Deletion” indicator will display next to the record on the purge list.
Exempting an Entire Site from Purge
A site may be exempted from purge through the Exempt From Site Purge field on the site’s Preferences tab.
When a site has been exempted, this status is displayed in the right sidebar of the Details tab. This may be useful if no records for a site should be purged—for example, due to a litigation hold (also known as a preservation order), FOIA request, or historic significance.
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