How to Setup Retention in Data Room Administration
How to Setup Retention in Data Room Administration
- Go to the Data Room Administrative tab, under the Settings section, select Document Options.
- There is the Edit link, click it to bring up the popup Edit Document Options.
- Next to the label ‘Document Retention’ is a drop-down list with three options.
- There are three options. They are:
- No Retention: Select this option if you want to deactivate the use of retention periods in the Data Room. A way to identify if the Data Room is set to this is the option for retention in the Properties section of an item under configuration will not appear at all.
- Selective Retention: This option allows the user with the correct privileges to define the retention period themselves when creating a folder or uploading a document. If the retention period is set to 0 then no retention is set, items will have to be deleted manually. The default retention for an item can be inherited from a parent item.
- Forced Retention: Here you can specify a fixed retention period (by indicating the required number of days) for all items in the Data Room(except the root folder).
There is no way to alter the number given outside of returning to the Edit Documents Options in Data Room Administration. A text box with day(s) next to it will appear under the drop down once Forced Retention is selected. You cannot put zero in here. If a number was already set before for forced retention and you put in zero and click the OK button, the previous value will still be used for the retention button.
- Once you have selected the desired retention period, click the OK button
Looking for links within our online help guide?
Change Folder Retention Period
Change Retention Periods for Documents and Document Collections
Define Retention Period for Data Room Items
Actions that Influence the Retention Period and Automatic Deletion
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