The Retention Manager Lite features are configured as Maintenance Tasks via the Customers module.

Recommended implementation process

1. Configure the retention rule carefully.

2. Run a preview and validate results.

3. Enable the retention task.

4. Review queued items on the Document Destruction Approval page regularly.

5. Approve only the documents that are ready for permanent deletion.

6. Decline exceptions when needed.

7. Run the purge task on a controlled schedule.

8. Review Run History after each cycle.

How do I create a Maintenance Task?

1. Navigate to Customers module.

2. Open the Maintenance Tasks tab.

3. Click Add Task.

4. Select a Task Type from the dropdown list:

   1. Migrate Employee Folders

   2. Document Retention

   3. Document Purge

How do I modify a Maintenance Task?

1. Navigate to Customers module.

2. Open the Maintenance Tasks tab.

3. Click on the name of a task from the list.

4. Modify fields, as applicable, in the modal.

Migrate Employee Folders

The Migrate Employee Folders task moves documents from legacy VisualVault employee folders into ERM-managed employee folders, with optional cleanup of emptied legacy folders.

What happens when the task runs?

1. The task identifies legacy VisualVault employee folders configured for migration.

2. Documents in each legacy folder are moved into the corresponding ERM-managed employee folder.

3. If cleanup is enabled, emptied legacy folders are removed once migration completes.

4. Each action is written to the maintenance_task_run_log table.

Document Retention

The Document Retention task soft-deletes employee documents whose retention period has expired (based on the configured retention start date and employee trigger date). Deleted documents go to the Document Destruction Approval list.

What happens when the task runs?

1. The task evaluates all documents against the configured retention period, start date, and trigger.

2. Documents that have passed their retention period are soft-deleted via the VisualVault API.

3. Each action is written to the document_retention_log table.

Note: Soft-deleted documents are not removed from the system at this point — they move into the Document Destruction Approval queue for staff review.

Document Purge

The Document Purge task permanently purges documents that have been approved for destruction on the Document Destruction Approval page. This purges all revisions of each approved document, not just the current one. This permanent deletion cannot be recovered.

What happens when the task runs?

1. The task evaluates all documents on the Document Destruction Approval list that have been approved for destruction.

2. Approved documents are permanently purged, including all revisions, not just the current version.

3. Each action is written to the document_purge_log table.

Note: Every revision of each approved document is permanently deleted and cannot be recovered.

Can I test or preview a maintenance task?

Implementers can use the Preview to see which documents the current configuration would affect, without making any changes. This lets you verify the retention period, start date, and trigger are configured correctly before the task begins soft-deleting documents.

Save the task first, then Preview to see which documents would be soft-deleted before running. Use Run Now from the Maintenance Tasks grid to process the job.

Check run history and logs

The retention and purge tasks each write to their own log tables and surface their results in the Run History modal.

1. Navigate to Customers module.

2. Open the Maintenance Tasks tab.

3. Click the status in the Last Run Status column, to view the Run History modal.

4. Apply filters to search the logs.

Check the Run History when you need to answer questions like:

• Which documents were moved into destruction status?

• When did a purge run happen?

• Which employee was affected?

• Did a revision fail to purge?

• What should be retried?