Retention Policies

Automate your document retention management policies with Centralpoint. Centralpoint empowers you with easy to use tools to define each of your many retention policies, including custom filters, queries, and start and end dates. Centralpoint also stores information about each of your storage repositories, supporting connections to Shared File Folders, SQL, Oracle, IBM and even web services to third party providers like Workday, Citibank, ADP and others.

Centralpoint's scheduled feature will visit each of these silos at a frequency you select to find any record which is considered to be expired, based upon your retention policies. Any files detected can be routed to the appropriate adiministrator to authorize the destruction of those records; and when approved, Centralpoint will destroy all records from each system recording each step.  Centralpoint (Automated) Document Retention Policy Management helps you to remain compliant on a continual basis.

Live chart of types of documents detected or deleted:

Export to Excel Xml Format

StartDate	Title	ModifyDate	EndDate	IsEnabled	Action	CompletedDate	Taxonomy	ActionEmail	Name
03/04/2019	[Test] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:59 PM	Accounting		Test
03/04/2019	[Policy Example 4] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:58 PM	Accounting		Policy Example 4
03/04/2019	[Policy Example 1] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:58 PM	Accounting		Policy Example 1
03/04/2019	[David Document] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:58 PM	Accounting		David Document
03/04/2019	[Policy Example 2] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:57 PM	Accounting		Policy Example 2
03/04/2019	[U.S. State Department (KM)] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:57 PM	Accounting		U.S. State Department (KM)
03/04/2019	[Policy Example 5] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:57 PM	Accounting		Policy Example 5
03/04/2019	[Policy Example 3] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:56 PM	Accounting		Policy Example 3
03/04/2019	[Detailed Document (XML/Json)] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:55 PM	Accounting		Detailed Document (XML/Json)
03/04/2019	[Elias Document] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:55 PM	Accounting		Elias Document
03/04/2019	[Test] in [Centralpoint (SQL) - Policies] via [Sample 1]	06/28/2019	12/31/9999		Report	6/28/2019 5:52:55 PM	Accounting		Test
03/04/2019	[Sample 4: Start Date 5/4/2018] in [Standard Module] via [Sample 1]	04/16/2019	12/31/9999		Report	3/20/2019 1:14:31 PM	Corporate & Legal		Sample 4: Start Date 5/4/2018
03/04/2019	[Sample 2: Start Date 3/4/2018] in [Standard Module] via [Sample 1]	03/20/2019	12/31/9999		Delete	3/20/2019 1:15:33 PM	Accounting		Sample 2: Start Date 3/4/2018
03/04/2019	[Sample 3: Start Date 4/4/2018] in [Standard Module] via [Sample 1]	03/20/2019	12/31/9999		Delete	3/20/2019 1:15:33 PM	Accounting		Sample 3: Start Date 4/4/2018
03/04/2019	[Sample 5: Start Date 6/4/2018] in [Standard Module] via [Sample 1]	03/20/2019	12/31/9999		Report	3/20/2019 1:14:32 PM	Accounting		Sample 5: Start Date 6/4/2018

The list below shows the current document retention management policies set up for this site. These records are managed within the Client Console, under 'Retention Policies', which allow you to manage the rules over which documents may be retained for what period of time. Based upon these rules, Centralpoint will check your many disparate systems ,both structured (Oracle, IBM, SQL, ODBC, others), and unstructured (File folders, containing PDF, Images, PPT, Word), in which to compare against your rules. It will return to your administrators, a report daily, that, when approved, will record the authorization of these deletions, and then Centralpoint (post authorization) will delete these documents from these silos, also reporting 'when' these records have been deleted. 

Title	Action	After	Taxonomy
Accounting - 2 Years  - Bank Reconciliations	Delete	1 Days	Accounting
Accounting - 7 years  - Expense Reports	Delete	1 Months	Accounting
Accounting - 7 years  - Petty Cash Records	Report	1 Months	Accounting
Corporate & Legal - 2 Years - Correspondence, General	Report	1 Years	Corporate & Legal
Corporate & Legal - 6 Years - Audit Reports - Internal	Report	1 Years	Corporate & Legal
Corporate & Legal - 7 Years - Correspondence, Routine	Report	1 Years	Corporate & Legal
HR & Payroll - 10 Years - Payroll - After Termination	Report	1 Years	HR & Payroll
HR & Payroll - 3 Years - Employment Applications	Report	1 Years	HR & Payroll
HR & Payroll - 5 Years - Safety Reports	Report	1 Years	HR & Payroll
HR & Payroll - 7 Years  - Accident Reports	Report	1 Years	HR & Payroll
HR & Payroll - 7 Years - Attendance	Report	1 Years	HR & Payroll
HR & Payroll - 7 Years - Benefits	Report	1 Years	HR & Payroll
HR & Payroll - 7 Years - Personnel - After Termination	Report	1 Years	HR & Payroll
HR & Payroll - 7 Years - Time Reports	Report	1 Years	HR & Payroll
HR & Payroll - 8 Years  - Salary History	Report	1 Years	HR & Payroll
Purchasing & Sales - 3 Years  - Sales contracts	Report	1 Years	Purchasing & Sales
Purchasing & Sales - 3 Years - Purchase orders	Report	1 Years	Purchasing & Sales
Purchasing & Sales - 3 Years - Requisitions	Report	1 Years	Purchasing & Sales
Purchasing & Sales - 3 Years - Sales invoices	Report	1 Years	Purchasing & Sales
Shipping & Receiving - 4 Years  - Freight Bills	Report	1 Years	Shipping & Receiving
Shipping & Receiving - 4 Years - Export Declarations	Report	1 Years	Shipping & Receiving
Shipping & Receiving - 4 Years - Manifests	Report	1 Years	Shipping & Receiving
Shipping & Receiving - 4 Years - Waybills and Bills of Lading	Report	1 Years	Shipping & Receiving
Sample 1	Report	1 Days	Accounting

---

Here are samples of common document retention policies. These rules can change drastically based upon your industry type, and changing regulations. Do not use these in place of any legal advice, they are merely to demonstrate the many policies in place for most industries today.

Businesses are required by law to retain confidential client, employee, and company information for a minimal amount of time. But many documents eventually outlive their purpose, and holding onto them for too long puts you at risk of a security breach and non-compliance with today’s privacy legislation. How long you store business records should be determined by a retention schedule that balances each record’s usefulness with the legal requirements. This schedule will depend on the type of business and the lifecycle of specific documents.

Below is a document retention schedule that outlines how long you should hold on to important documents. After their retention period is complete, you should ensure that they are securely destroyed by a third-party information security provider. Please note that these recommendations on document retention are general guidelines only. They are not intended to represent legal advice. Contact your legal expert(s) or federal, state or provincial government to ensure you are following current legal requirements for your area.

* Retention periods begin after the termination, expiration, disposal, etc., of the item.