Retention Management
Last updated
Last updated
Under the General Data Protection Regulation (GDPR), organizations must create a data retention policy to manage how they handle personal information. If you keep sensitive data for too long, even if it is held securely and not misused, you may still be violating GDPR requirements. In ProcessMaker IDP, you can set up multiple retention rules to set deadlines for your own needs and manage (sub)sets of retention items accordingly.
To use Retention Management, retention rules must first be set up, keeping the following guidelines in mind:
A retention rule must be based on a specific date or datetime attribute of an entity.
Select the retention time and time unit (e.g., 7 years).
Using a script, specify that the retention rule applies only to certain types within that entity, such as specific document types.
The retention rule can also be configured to exclude certain document types.
Use label attribute defines how to display the retention items:
For files and folders, this can be the attribute name.
For custom entities, a custom label can be selected
Ensure that the retention rule is enabled.
Use the option to automatically delete all identified retention items.
A nightly job will provide the retention items to the user interface each day at 4:00 AM by default.
As a retention user, you will see all retention items with the status DETECTED for deletion. You can then act on each retention item accordingly. Additionally, you can create an export to Excel of the retention list before performing any action. A retention manager will see retention items of all statuses (for that specific day).
You can approve one, a set, or all retention items for deletion. The retention item will get the status APPROVED. When approving a large number of retention items, close the popup modal and return later to the Retention Management screen.
You can retain one, a set, or all retention items to postpone deletion. The retention item will get the status RETAINED. You will have to enter a reason and a new retention time and time unit. The retained items will reappear as detected for deletion after the new retention period has passed. When retaining a large number of retention items, close the popup modal and return later to the Retention Management screen.
A nightly job will remove the approved retention items and their corresponding entity instances.
Enable the Auto Delete option when creating a retention rule to automatically delete a document when the rule is activated. Follow these steps to enable auto deletion:
Create a new retention rule or edit an existing one.
In the rule configuration, select the Auto Delete setting.
Click Save Retention Rule to save the rule.
