View project, file and form records related to your registered organisation on Asite for which a retention rule is applied, and based on which records were deleted or are about to be deleted.
Pre-requisites:
Privilege for managing record retention policy, assigned to you by the Asite System Administrator.
Privilege for deleting records, assigned to you by the Asite System Administrator.
Your registered organisation on Asite must match the owner organisation of the project containing the required records for applying the record retention rule.
Below are the steps to view existing retention records:
1. Click the 'Record Retention Policy' option from the 'Admin' tab.
2. Go to the second tab named 'Retention Records'.
3. Retention records are available in the relevant tabs, including 'File', 'Form', and 'Project'.
'File' tab
It shows the list of file records based on the option selected at the top right - 'Deleted' or 'To Be Deleted'.
For already deleted files, details include doc ref, title, doc path, status, revision history, project name, completed activity and completed date. Click the revision history icon to view related revision history.
Accordingly, for files scheduled for deletion, available details include doc ref (document reference), doc title (document title), doc path (document path), status, project name, planned activity, and planned date.
'Form' tab
It shows the list of form records based on the option selected at the top right - 'Deleted' or 'To Be Deleted'.
For already deleted forms, details include form ID, form title, form location, status, form history, project name, completed activity and completed date. Click the form history icon to view related history.
Accordingly, in case of forms to be deleted, available details include form ID, form title, form location, status, project name, planned activity and planned date.
'Project' tab
It shows the list of project records based on the option selected at the top right - 'Deleted' or 'To Be Deleted'.
For deleted projects, the details include the project name, status, history, completed activity and date. Click the 'Project History' icon to view related history.
For projects scheduled for deletion, details include project name, status, planned activity and planned date.
Edit Retention Records To Be Deleted
Right-click on a retention record marked 'To Be Deleted' to edit the action associated with the selected retention record.
In such cases, you will have an option to:
Select a new date for the activity on the selected retention record, OR
Cancel activity on the selected retention record.
Select one of the required options and click 'Save' to confirm. Otherwise, click 'Cancel' to go back to the previous screen.
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